CITY OF MERCER ISLAND CITY COUNCIL SPECIAL ......00203112 MARTIN, JORDAN FLEXIBLE SPENDING REIMB. 600.00 00203102 GRUGER, SHANE FLEXIBLE SPENDING REIMB. 500.00 Org Key: ST0001 - ST

CITY OF MERCER ISLAND CITY COUNCIL SPECIAL VIDEO MEETING Tuesday, April 21, 2020 at 5:00 PM

COUNCIL MEMBERS: LOCATION & CONTACT:

Mayor Benson Wong, Deputy Mayor Wendy Weiker, Mercer Island City Hall - Council Chambers Councilmembers: Lisa Anderl, Jake Jacobson, Salim Nice, Craig Reynolds, David Rosenbaum Phone: 206.275.7793 | www.mercergov.org

In compliance with the Americans with Disabilities Act, those requiring accommodation for Council meetings should notify the City Clerk’s Office at least 24 hours prior to the meeting at 206.275.7793.

VIRTUAL MEETING NOTICE The virtual meeting will be broadcast live on MITV Channel 21 and live-streamed on the

City’s YouTube Channel at http://www.youtube.com/c/mercerislandcouncil Members may also join the Zoom meeting via telephone as audience only (there will be no opportunity for

public comment) by dialing US: (253) 215-8782 and using Webinar ID: 875 8582 4180.

Residents with feedback for Council on current issues or agenda items are invited to submit them in advance at the Let's Talk Council Connects page at https://letstalk.mercergov.org/councilconnects

CALL TO ORDER & ROLL CALL

PLEDGE OF ALLEGIANCE

AGENDA APPROVAL

CONSENT CALENDAR

1. Approve Accounts Payable Reports: A. Report for the period ending April 3, 2020 in the amount of $232,493.14 B. Report for the period ending April 10, 2020 in the amount of $689,882.60

2. Approve Certification of Payroll dated April 10, 2020 in the amount of $807,178.01

3. Approve Minutes: A. April 7, 2020 Special Video Meeting, and B. April 14, 2020 Special Video Meeting

4. AB 5682: Sexual Assault Awareness Month Proclamation Recommended Action: Mayor proclaims April 2020 as Sexual Assault Awareness Month in the City of Mercer Island.

5. AB 5671: Claims Reporting for Electronic Funds Transfers (EFTs) Recommended Action: Receive report. No action necessary.

PRESENTATION - STATE AUDITOR'S OFFICE EXIT CONFERENCE

6. AB 5680: 2018 Annual Financial and Accountability Audit Exit Conference Recommended Action: Staff recommends the City Council receive and review the attached exhibits from Washington State Auditor’s Office.

FINANCE FOLLOW-UP PRESENTATION

7. AB 5683: Follow-up 2019 Year End Financial Report and COVID 19 Impacts Recommended Action: Staff recommends the City Council receive the agenda bill.

http://www.mercergov.org/

Page 2

CITY MANAGER REPORT

OTHER BUSINESS

8. Planning Schedule

9. Councilmember Absences & Reports

ADJOURNMENT

CERTIFICATION OF CLAIMS

I, the undersigned, do hereby certify under penalty of perjury that the materials have been

furnished, the services rendered, or the labor performed as described herein, that any

advance payment is due and payable pursuant to a contract or is available as an option for

full or partial fulfillment of a contractual obligation, and that the claim is a just, due and

unpaid obligation against the City of Mercer Island, and that I am authorized to

authenticate and certify to said claim.

_______________________________________

Finance Director

I, the undersigned, do hereby certify that the City Council has reviewed the

documentation supporting claims paid and approved all checks or warrants issued in

payment of claims.

________________________________________ ______________________

Mayor Date

Report Warrants Date Amount

Check Register 203083 - 203131 4/03/2020 $ 232,493.14

$ 232,493.14

Set A, Page 1

City of Mercer IslandAccounts Payable Report by GL Key

Check # Check AmountTransaction DescriptionVendor:

Finance Department

PO #

-Org Key: General Fund-Admin Key001000729.00MANY LIGHTS FOUNDATION00203111P0105450 Rental FA-2675 completed. Retu

-Org Key: Water Fund-Admin Key4020003,713.33H D FOWLER00203103P0107244 INVENTORY PURCHASES1,825.64H D FOWLER00203103P0107238 INVENTORY PURCHASES1,180.32H D FOWLER00203103P0107243 INVENTORY PURCHASES1,108.80FERGUSON ENTERPRISES LLC00203098P0107235 INVENTORY PURCHASES

980.30H D FOWLER00203103P0107242 INVENTORY PURCHASES564.37COMMERCIAL LANDSC SUPPLY INC00203091P0107208 INVENTORY PURCHASES286.40H D FOWLER00203103P0107236 INVENTORY PURCHASES85.57COMMERCIAL LANDSC SUPPLY INC00203091P0107246 INVENTORY PURCHASES

-Org Key: City CouncilCO6100330.00DANIEL, KAMARIA00203092P0107247 MITV 3/5 MISD Board Meeting

-Org Key: Utility Billing (Water)FN4501150.64SUMMIT SAFETY SHOES00203124P0107234 SAFETY BOOTS68.60METROPRESORT00203113P0107254 MARCH 2020 PRINTING AND MAILIN63.97METROPRESORT00203113P0107254 MARCH 2020 PRINTING AND MAILIN

-Org Key: Utility Billing (Sewer)FN4502150.64SUMMIT SAFETY SHOES00203124P0107234 SAFETY BOOTS68.60METROPRESORT00203113P0107254 MARCH 2020 PRINTING AND MAILIN63.97METROPRESORT00203113P0107254 MARCH 2020 PRINTING AND MAILIN

-Org Key: Utility Billing (Storm)FN450368.61METROPRESORT00203113P0107254 MARCH 2020 PRINTING AND MAILIN63.97METROPRESORT00203113P0107254 MARCH 2020 PRINTING AND MAILIN

-Org Key: Administration (FR)FR11002,469.51ESO SOLUTIONS INC00203096P0107279 2020 ESO Fees1,517.00SYSTEMS DESIGN WEST LLC00203125P0107232 February/2020 Xport Fees

121.69COMCAST00203089P0107277 Internet Charges/Fire90.25COMCAST00203089P0107230 Internet Charges/Fire

-Org Key: Fire OperationsFR21001,270.50MUNICIPAL EMERGENCY SERVICES00203117P0107231 SCBA Supplies1,391.50EASTSIDE FIRE & RESCUE00203095P0107281 Labor/4603

920.21KROESENS UNIFORM COMPANY00203109P0107233 Duty Uniforms840.35EASTSIDE FIRE & RESCUE00203095P0107229 Apparatus Maintenance/4604635.25MUNICIPAL EMERGENCY SERVICES00203117P0107280 2 Small Red 4 Strap Harness69.30EASTSIDE FIRE & RESCUE00203095P0107281 Parts/4603

-Org Key: Fire Emergency Medical SvcsFR25006,220.28WAXIE SANITARY SUPPLY00203130P0107228 Sanitizing Equipment Both Stat

-Org Key: Genera Govt-L1 Retiree CostsGGM005140.27MYERS, JAMES S00203118P0107248 LEOFF1 Retiree Medical Expense

-Org Key: Emerg Incident ResponseGGM100804.61ALL PHASE COMM LLC00203083P0107220 20 SIP Trunks, Additional Phon300.00DANIEL, KAMARIA00203092P0107247 MITV 3/26 Live Situation Brief240.00DANIEL, KAMARIA00203092P0107247 MITV 3/12 Live Situation Brief

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Finance Department

PO #

240.00DANIEL, KAMARIA00203092P0107247 MITV 3/19 Live Situation Brief120.00DANIEL, KAMARIA00203092P0107247 Transportation fee42.77AUCKLAND, JOSH00203084 SHOP TO RESERVOIR42.34LEYDE, CASEY00203110 RESERVOIR SITE27.84FELIX, JIM00203097 RESERVOIR SITE13.51PAPADEM, KATHERINE00203120 RESERVOIR SITE SETUP

-Org Key: IGS Network AdministrationIS21003,495.00Training Camp00203127P0107183 6 Day CISSP Security Class

170.27VERIZON WIRELESS00203128P0107261 IGS WIFI, LOANER, ON CALL & DE

-Org Key: Roadway MaintenanceMT21001,525.94WEST COAST SIGNAL INC00203131P0107189 TOWN CENTER LIGHTS

97.12MI UTILITY BILLS00203114P0107271 PAYMENT OF UTILITY BILLS FOR W

-Org Key: Planter Bed MaintenanceMT2300524.45MI UTILITY BILLS00203114P0107271 PAYMENT OF UTILITY BILLS FOR W

-Org Key: Water Service Upsizes and NewMT30003,819.37PAVEMENT MAINTENANCE OF WA LLC00203121P0104881 ASPHALT ON-CALL UTILITIIES

-Org Key: Water DistributionMT31002,860.00Pacific Tree Management00203119P0107137 UTILITY TREE WORK1,631.29MI UTILITY BILLS00203114P0107271 PAYMENT OF UTILITY BILLS FOR W

175.65GRAINGER00203101P0107223 17-1/8" HAND RATCHET 1/2" DRIV33.64HUNTER, ALLEN00203105 PERSONAL MILEAGE REIMB.26.78MOLTZ, ERIC00203115 CITY HALL DISINFECT

-Org Key: Water Quality EventMT3150201.00LINKO TECHNOLOGY INC00203126P0107241 SEPTEMBER WEB TEST REPORT

-Org Key: Water Associated CostsMT3300383.79SUMMIT SAFETY SHOES00203124P0107234 SAFETY BOOTS

-Org Key: Sewer CollectionMT34002,254.88PAVEMENT MAINTENANCE OF WA LLC00203121P0104881 ASPHALT ON CALL

469.98MI UTILITY BILLS00203114P0107271 PAYMENT OF UTILITY BILLS FOR W

-Org Key: Sewer Associated CostsMT3600228.69SUMMIT SAFETY SHOES00203124P0107234 SAFETY BOOTS

-Org Key: Storm DrainageMT380077.69MI UTILITY BILLS00203114P0107271 PAYMENT OF UTILITY BILLS FOR W

-Org Key: Building ServicesMT42008,287.96MI UTILITY BILLS00203114P0107271 PAYMENT OF UTILITY BILLS FOR W1,057.45Commercial Industrial Roofing00203090P0107272 Emergency PW Bldg Roof Repair

874.65CHEMAQUA00203087P0107263 CITY HALL BOILER LOOP CHEMICAL506.00Commercial Industrial Roofing00203090P0107264 ROOF LEAK REPAIR FS9253.01HOME DEPOT CREDIT SERVICE00203104P0107219 MOUNTING HARDWARE FOR LOCK26.80MOLTZ, ERIC00203115 CITY HALL DISINFECT26.80MOLTZ, ERIC00203115 CITY HALL DISINFECT

-Org Key: Fleet ServicesMT430032.95SAFELITE FULFILLMENT INC00203123P0107237 WINDSHIELD REPAIR

2

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PO #

-Org Key: Cust Resp - Clearing AcctMT445026.80MOLTZ, ERIC00203115 CITY HALL DISINFECT

-Org Key: Water AdministrationMT450113,313.76Power Engineers Inc.00203122P0107187 PW ASSET MGMT UPDATE

-Org Key: Sewer AdministrationMT45026,656.87Power Engineers Inc.00203122P0107187 PW ASSET MGMT UPDATE

-Org Key: Storm Water AdministrationMT45036,656.87Power Engineers Inc.00203122P0107187 PW ASSET MGMT UPDATE

-Org Key: Community CenterPR41004,245.94MI UTILITY BILLS00203114P0107271 PAYMENT OF UTILITY BILLS FOR W

283.40BUILDERS HARDWARE & SUPPLY CO.00203086P0107260 REPLACE 2ND DOOR CLOSER IN GYM241.52EASTSIDE EXTERMINATORS00203094P0107252 EXTERM SERVICE161.99FIRE PROTECTION INC00203099P0107259 ADD DOOR USER TO SECURITY PANE120.94SUMMIT SAFETY SHOES00203124P0107234 SAFETY BOOTS

-Org Key: Park MaintenancePR61001,649.34MI UTILITY BILLS00203114P0107255 PAYMENT OF UTILITY BILLS FOR W

152.86H D FOWLER00203103P0107225 VALVE NOZZLES & WRENCH

-Org Key: Athletic Field MaintenancePR6200426.62MI UTILITY BILLS00203114P0107255 PAYMENT OF UTILITY BILLS FOR W

-Org Key: Luther Burbank Park Maint.PR65001,899.60MI UTILITY BILLS00203114P0107255 PAYMENT OF UTILITY BILLS FOR W

-Org Key: Aubrey Davis Park MaintenancePR6900445.57MI UTILITY BILLS00203114P0107255 PAYMENT OF UTILITY BILLS FOR W

-Org Key: Flex Spending Admin 2019PY46195,000.00KELLEY, CHRIS M00203107 FLEXIBLE SPENDING REIMB.

600.00MARTIN, JORDAN00203112 FLEXIBLE SPENDING REIMB.500.00GRUGER, SHANE00203102 FLEXIBLE SPENDING REIMB.

-Org Key: ST Traffic Safety EnhancementsST0001692.89WA ST DEPT OF TRANSPORTATION00203129P0106921 WMW TRAIL CROSSING PROJECT JZ0

-Org Key: ST Long Term ParkingST0020171.37MI UTILITY BILLS00203114P0107271 PAYMENT OF UTILITY BILLS FOR W

-Org Key: Street Related Storm ProjectsWD130R8,632.41BEST PARKING LOT CLEANING INC00203085P0103471 STREET RELATED DRAINAGE

-Org Key: Computer Equip ReplacementsWG110T27,693.38DATEC INC.00203093P0106871 5 PW MDCs CF-33s

-Org Key: Sewer Sys Pump Sta RepairsWS901D6,291.19KBA INC00203106P0104206 UTILITY CONSTRUCTION

-Org Key: PS Generator and Pump ReplWS901F78,422.40GARY HARPER CONSTRUCTION INC00203100P0104588 PUMP STATION 18 REPLACEMENT3,339.01MOUNTAIN PACIFIC BANK00203116P0104590 RETAINAGE FOR P0104588

3

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Finance Department

PO #

-Org Key: Sewer System Generator ReplWS901G2,629.35CHS ENGINEERS LLC00203088P0102393 GENERATOR 13/17/24 AND PS 18

882.97KBA INC00203106P0104206 UTILTIY CONSTRUCTION

-Org Key: Meter Replacement ResidentialWW120S2,268.27KBA INC00203106P0104206 METER REPLACEMENT

-Org Key: SE 36th and NMW CrosswalkXR810R640.00KRAZAN & ASSOCIATES INC00203108P0107188 SE 36TH ST & NMW PED CROSSING

-Org Key: Thrift ShopYF1200586.75MI UTILITY BILLS00203114P0107271 PAYMENT OF UTILITY BILLS FOR W

232,493.14Total

4

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Accounts Payable Report by Check NumberCity of Mercer Island

Check AmountInvoice DateInvoice #PO #Vendor Name/DescriptionCheck Date

Finance Department

Check No804.6100203083 ALL PHASE COMM LLC 157615P0107220 04/03/2020 03/25/2020

20 SIP Trunks, Additional Phon42.7700203084 AUCKLAND, JOSH OH013228 04/03/2020 03/24/2020

SHOP TO RESERVOIR8,632.4100203085 BEST PARKING LOT CLEANING INC 187866-188247-48P0103471 04/03/2020 03/05/2020

STREET RELATED DRAINAGE283.4000203086 BUILDERS HARDWARE & SUPPLY CO. S3741646.001P0107260 04/03/2020 01/01/2020

REPLACE 2ND DOOR CLOSER IN GYM874.6500203087 CHEMAQUA 3891515P0107263 04/03/2020 03/16/2020

CITY HALL BOILER LOOP CHEMICAL2,629.3500203088 CHS ENGINEERS LLC 801703-2002P0102393 04/03/2020 02/28/2020

GENERATOR 13/17/24 AND PS 18211.9400203089 COMCAST 0460112-0420P0107277 04/03/2020 03/18/2020

Internet Charges/Fire1,563.4500203090 Commercial Industrial Roofing 33694P0107272 04/03/2020 03/17/2020

ROOF LEAK REPAIR FS92649.9400203091 COMMERCIAL LANDSC SUPPLY INC 208788P0107246 04/03/2020 03/25/2020

INVENTORY PURCHASES1,230.0000203092 DANIEL, KAMARIA 36P0107247 04/03/2020 03/01/2020

MITV 3/5 MISD Board Meeting27,693.3800203093 DATEC INC. 34524P0106871 04/03/2020 03/26/2020

5 PW MDCs CF-33s241.5200203094 EASTSIDE EXTERMINATORS 495944P0107252 04/03/2020 03/28/2020

EXTERM SERVICE2,301.1500203095 EASTSIDE FIRE & RESCUE 3359P0107281 04/03/2020 03/24/2020

Parts/46032,469.5100203096 ESO SOLUTIONS INC ESO-31820P0107279 04/03/2020 04/01/2020

2020 ESO Fees27.8400203097 FELIX, JIM OH013229 04/03/2020 03/25/2020

RESERVOIR SITE1,108.8000203098 FERGUSON ENTERPRISES LLC 0861745P0107235 04/03/2020 03/16/2020

INVENTORY PURCHASES161.9900203099 FIRE PROTECTION INC 55602P0107259 04/03/2020 03/19/2020

ADD DOOR USER TO SECURITY PANE78,422.4000203100 GARY HARPER CONSTRUCTION INC 4P0104588 04/03/2020 02/28/2020

PUMP STATION 18 REPLACEMENT175.6500203101 GRAINGER 9469578000P0107223 04/03/2020 03/10/2020

17-1/8" HAND RATCHET 1/2" DRIV500.0000203102 GRUGER, SHANE OH013221 04/03/2020 03/27/2020

FLEXIBLE SPENDING REIMB.8,138.8500203103 H D FOWLER I5398149P0107225 04/03/2020 02/26/2020

INVENTORY PURCHASES53.0100203104 HOME DEPOT CREDIT SERVICE 4073884P0107219 04/03/2020 03/24/2020

MOUNTING HARDWARE FOR LOCK BOX33.6400203105 HUNTER, ALLEN OH013223 04/03/2020 03/24/2020

PERSONAL MILEAGE REIMB.9,442.4300203106 KBA INC 3005149P0104206 04/03/2020 03/11/2020

UTILITY CONSTRUCTION MANAGEMEN5,000.0000203107 KELLEY, CHRIS M OH013220 04/03/2020 03/27/2020

FLEXIBLE SPENDING REIMB.640.0000203108 KRAZAN & ASSOCIATES INC I616505-5832P0107188 04/03/2020 02/29/2020

SE 36TH ST & NMW PED CROSSING

1

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Finance Department

Check No920.2100203109 KROESENS UNIFORM COMPANY 59789/59791P0107233 04/03/2020 03/25/2020

Duty Uniforms42.3400203110 LEYDE, CASEY OH013230 04/03/2020 03/25/2020

RESERVOIR SITE729.0000203111 MANY LIGHTS FOUNDATION FA-2675P0105450 04/03/2020 01/01/2020

Rental FA-2675 completed. Retu600.0000203112 MARTIN, JORDAN OH013232 04/03/2020 03/27/2020

FLEXIBLE SPENDING REIMB.397.7200203113 METROPRESORT IN621616P0107254 04/03/2020 03/20/2020

MARCH 2020 PRINTING AND MAILIN20,513.6800203114 MI UTILITY BILLS OH013227P0107271 04/03/2020 03/31/2020

PAYMENT OF UTILITY BILLS FOR W107.1800203115 MOLTZ, ERIC OH013225 04/03/2020 03/25/2020

CITY HALL DISINFECT3,339.0100203116 MOUNTAIN PACIFIC BANK 4P0104590 04/03/2020 02/28/2020

RETAINAGE FOR P01045881,905.7500203117 MUNICIPAL EMERGENCY SERVICES IN1440443P0107280 04/03/2020 03/24/2020

SCBA Supplies140.2700203118 MYERS, JAMES S OH013219P0107248 04/03/2020 03/28/2020

LEOFF1 Retiree Medical Expense2,860.0000203119 Pacific Tree Management 3028P0107137 04/03/2020 03/14/2020

UTILITY TREE WORK13.5100203120 PAPADEM, KATHERINE OH013231 04/03/2020 03/25/2020

RESERVOIR SITE SETUP6,074.2500203121 PAVEMENT MAINTENANCE OF WA LLC 8382P0104881 04/03/2020 01/06/2020

ASPHALT ON-CALL UTILITIIES26,627.5000203122 Power Engineers Inc. 344877P0107187 04/03/2020 03/16/2020

PW ASSET MGMT UPDATE32.9500203123 SAFELITE FULFILLMENT INC 01804-565748P0107237 04/03/2020 02/07/2020

WINDSHIELD REPAIR1,034.7000203124 SUMMIT SAFETY SHOES 9016439/437/772P0107234 04/03/2020 03/06/2020

SAFETY BOOTS1,517.0000203125 SYSTEMS DESIGN WEST LLC 20200566P0107232 04/03/2020 03/26/2020

February/2020 Xport Fees201.0000203126 LINKO TECHNOLOGY INC 6257P0107241 04/03/2020 01/01/2020

SEPTEMBER WEB TEST REPORT3,495.0000203127 Training Camp 30873P0107183 04/03/2020 03/17/2020

6 Day CISSP Security Class170.2700203128 VERIZON WIRELESS 9851087762P0107261 04/03/2020 03/23/2020

IGS WIFI, LOANER, ON CALL & DE692.8900203129 WA ST DEPT OF TRANSPORTATION JZ0644P0106921 04/03/2020 03/16/2020

WMW TRAIL CROSSING PROJECT JZ06,220.2800203130 WAXIE SANITARY SUPPLY 79019575P0107228 04/03/2020 03/26/2020

Sanitizing Equipment Both Stat1,525.9400203131 WEST COAST SIGNAL INC 2982P0107189 04/03/2020 03/12/2020

TOWN CENTER LIGHTS

232,493.14Total

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C:\Users\jennifer.peterson\Desktop\INFO\COUNCIL.doc


I, the undersigned, do hereby certify under penalty of perjury that the materials have been

furnished, the services rendered, or the labor performed as described herein, that any

advance payment is due and payable pursuant to a contract or is available as an option for

full or partial fulfillment of a contractual obligation, and that the claim is a just, due and

unpaid obligation against the City of Mercer Island, and that I am authorized to

authenticate and certify to said claim.

_______________________________________

Finance Director

I, the undersigned, do hereby certify that the City Council has reviewed the

documentation supporting claims paid and approved all checks or warrants issued in

payment of claims.

________________________________________ ______________________

Mayor Date

Report Warrants Date Amount

Check Register 203132 - 203173 4/10/2020 $ 689,882.60

$ 689,882.60

Set B, Page 1



Finance Department

PO #

-Org Key: General Fund-Admin Key0010002,043.00PEOPLE FOR PROGRESS IN INDIA00203158P0107191 Cancelled rental FA-3974 due t

-Org Key: Water Fund-Admin Key4020001,203.69TRAFFIC SAFETY SUPPLY00203166P0107285 INVENTORY PURCHASES

457.90GRAINGER00203143P0107273 INVENTORY PURCHASES

-Org Key: Administration (CA)CA1100348.70RELX INC DBA LEXISNEXIS00203161P0107299 Library Subscriptions - Invoic82.75VERIZON WIRELESS00203168P0107342 2020 VERIZON WIRELESS

-Org Key: Administration (CM)CM1100138.16VERIZON WIRELESS00203168P0107341 2020 VERIZON WIRELESS138.16VERIZON WIRELESS00203168P0107334 2020 VERIZON WIRELESS69.60VERIZON WIRELESS00203169P0107253 Monthly Cellular Phone bill -

-Org Key: Administration (DS)DS1100645.12VERIZON WIRELESS00203168P0107344 2020 VERIZON WIRELESS604.19VERIZON WIRELESS00203168P0107336 2020 VERIZON WIRELESS 00018405.00VERIZON WIRELESS00203168P0107343 2020 VERIZON WIRELESS

-Org Key: Land Use Planning SvcDS13004,411.25ESA00203141P0107258 CAO update

-Org Key: Administration (FN)FN110082.75VERIZON WIRELESS00203168P0107342 2020 VERIZON WIRELESS

-22.61VERIZON WIRELESS00203169P0107253 Monthly Cellular Phone bill -

-Org Key: Administration (FR)FR1100206.73RICOH USA INC00203162P0107278 Cost Per Copy/Fire

-Org Key: Fire OperationsFR210045,381.05NORCOM 91100203155P0107276 911 NORCOM1,321.09VERIZON WIRELESS00203168P0107113 2020 VERIZON WIRELESS1,206.08VERIZON WIRELESS00203168P0107345 2020 VERIZON WIRELESS

-Org Key: General Government-MiscGGM0012,187.50HEARTLAND LLC00203145P0107227 Services February 2020 (6.25 h1,937.50SAHANDY, SHEIDA REBECCA00203138P0107257 CPD Continuous improvement pro

884.00MORNICK, MATTHEW00203154P0107338 CMO Support 3/16-3/20/2020121.44COMCAST00203137P0102379 CITY HALL HIGH SPEED INTERNET89.98ZEE MEDICAL00203173P0107275 Medical cabinet supplies for M

-Org Key: Emerg Incident ResponseGGM1003,844.50LASERFAB INC.00203149P0107290 Heavy duty collection box with

546.48EXCEL SUPPLY COMPANY00203142P0107250 NITRILE EXAM GLOVES321.22GRAINGER00203143P0107251 NITRILE DISPOSABLE GLOVES

-Org Key: MW Pool Operation SubsidyIGV01211,902.17MI SCHOOL DISTRICT #40000203152P0106607 MI Pool Operation Subsidy

-Org Key: IGS Network AdministrationIS210082.75VERIZON WIRELESS00203168P0107342 2020 VERIZON WIRELESS

-Org Key: Roadway MaintenanceMT2100

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Finance Department

PO #

128.68TRAFFIC SAFETY SUPPLY00203166P0107249 STREET SIGN121.40TRAFFIC SAFETY SUPPLY00203166P0107289 STREET SIGNS17.39ZEE MEDICAL00203173P0107267 FIRST AID SUPPLIES16.61MI HARDWARE - ROW00203151P0107283 MISC. HARDWARE FOR THE MONTH O

-Org Key: Vegetation MaintenanceMT220014.91ZEE MEDICAL00203173P0107267 FIRST AID SUPPLIES

-Org Key: Planter Bed MaintenanceMT230017.39ZEE MEDICAL00203173P0107267 FIRST AID SUPPLIES

-Org Key: Water Service Upsizes and NewMT300012,109.13BOLLES CONSTRUCTION INC00203134P0106533 EXCAVATION ON-CALL

576.63US Bank Redmond00203167P0106556 RETAINAGE FOR P0106533

-Org Key: Water DistributionMT31003,637.00CADMAN INC00203135P0107266 1-1/4" MINUS ROCK (133.86 TONS

17.39ZEE MEDICAL00203173P0107267 FIRST AID SUPPLIES

-Org Key: Water PumpsMT320014.91ZEE MEDICAL00203173P0107267 FIRST AID SUPPLIES

-Org Key: Sewer CollectionMT340017.39ZEE MEDICAL00203173P0107267 FIRST AID SUPPLIES

-Org Key: Sewer PumpsMT350017.39ZEE MEDICAL00203173P0107267 FIRST AID SUPPLIES

-Org Key: Storm DrainageMT380017.39ZEE MEDICAL00203173P0107267 FIRST AID SUPPLIES

-Org Key: Support Services - ClearingMT41502,798.17VERIZON WIRELESS00203168P0107347 2020 VERIZON WIRELESS

48.59CRYSTAL AND SIERRA SPRINGS00203139P0106697 PW WATER DELIVERY

-Org Key: Building ServicesMT420014.91ZEE MEDICAL00203173P0107267 FIRST AID SUPPLIES

-Org Key: Fleet ServicesMT43002,596.08SME SOLUTIONS LLC00203164P0107269 1/29/20 FIRE STATION TANK REPA1,820.50PRIORITY MARINE00203159P0107265 PATROL 11 MARINE REPAIRS/PARTS1,465.76PRIORITY MARINE00203159P0107262 Patrol 11 Repairs1,254.00NORTON CORROSION LIMITED LLC00203156P0107268 2020 NORTHFIRE UNDERGROUND CAT1,075.55PRIORITY MARINE00203159P0107265 PATROL 11 MARINE REPAIRS

391.38ALL BATTERY SALES & SERVICE00203133P0107270 BATTERY14.91ZEE MEDICAL00203173P0107267 FIRST AID SUPPLIES

-Org Key: Sewer AdministrationMT4502399,447.96KING COUNTY TREASURY00203148P0106421 MONTHLY SEWER JAN-DEC 2020

-Org Key: Administration (PO)PO1100728.76VERIZON WIRELESS00203168P0107346 2020 VERIZON WIRELESS659.32VERIZON WIRELESS00203168P0107335 CELL SERVICE - POLICE

-Org Key: Contract Dispatch PolicePO1800

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PO #

156,631.44NORCOM 91100203155P0107276 911 NORCOM

-Org Key: Administration (PR)PR1100155.29XEROX CORPORATION00203172P0107256 Xerox lease - LBP - Invoice87.50VERIZON WIRELESS00203169P0107253 Monthly Cellular Phone bill -

-Org Key: Urban Forest ManagementPR150098.43VERIZON WIRELESS00203169P0107253 Monthly Cellular Phone bill -

-Org Key: Recreation ProgramsPR2100256.20HAKOMORI, MITSUKO00203144P0107297 Instructor payment for Ikebana

-Org Key: Health and FitnessPR21085,241.78CASCADE KENDO-KAI00203136P0107296 Program payment for Kendo #9731,513.20SCHUMACHER, JAN00203163P0107292 Instructor Payment for Aerobic1,272.70PAULETTO, MAUDE00203157P0107295 Instructor payment for Yoga cl1,222.65WANG NING MARTIAL ARTS ACA LLC00203171P0107294 Instructor Payment for Tai Chi

159.38HOBBS, TRACY00203146P0107291 Instructor Payment for Power F

-Org Key: Senior ServicesPR350054.17VERIZON WIRELESS00203169P0107253 Monthly Cellular Phone bill -

-Org Key: Community CenterPR4100168.27WALTER E NELSON CO00203170P0107293 3 boxes of hand soap for restr68.00MONARCH LANDSCAPING WA LLC00203153P0103564 5% Retainage59.58VERIZON WIRELESS00203169P0107253 Monthly Cellular Phone bill -

-Org Key: Park MaintenancePR61003,342.56VERIZON WIRELESS00203169P0107253 Monthly Cellular Phone bill -

98.43VERIZON WIRELESS00203169P0107253 Monthly Cellular Phone bill -42.49MI HARDWARE - MAINT00203150P0107284 MISC. HARDWARE FOR THE MONTH O17.39ZEE MEDICAL00203173P0107267 FIRST AID SUPPLIES

-Org Key: Athletic Field MaintenancePR6200955.47VERIZON WIRELESS00203169P0107253 Monthly Cellular Phone bill -29.05MI HARDWARE - MAINT00203150P0107284 MISC. HARDWARE FOR THE MONTH O17.39ZEE MEDICAL00203173P0107267 FIRST AID SUPPLIES

-Org Key: Luther Burbank Park Maint.PR650070.76VERIZON WIRELESS00203169P0107253 Monthly Cellular Phone bill -17.39ZEE MEDICAL00203173P0107267 FIRST AID SUPPLIES

-Org Key: Park Maint-School RelatedPR660015.38VERIZON WIRELESS00203169P0107253 Monthly Cellular Phone bill -14.91ZEE MEDICAL00203173P0107267 FIRST AID SUPPLIES

-Org Key: Aubrey Davis Park MaintenancePR6900130.35VERIZON WIRELESS00203169P0107253 Monthly Cellular Phone bill -77.00T2 SYSTEMS CANADA INC00203165P0107274 Monthly charges for services t17.41ZEE MEDICAL00203173P0107267 FIRST AID SUPPLIES

-Org Key: ST Long Term ParkingST0020875.00HEARTLAND LLC00203145P0107227 February Long-Term Parking Ser341.24DEPT OF TRANSPORTATION00203140P0107298 Invoice RE 41 JZ0405 L009 ST53.41DEPT OF TRANSPORTATION00203140P0107298 Invoice RE 41 JZ0592 L003 ST L

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PO #

-Org Key: CIP Parks SalariesVCP34368.00MORNICK, MATTHEW00203154P0107338 CIP Support 3/16-3/20/2020

-Org Key: Community Center Bldg RepairsWG105R4,455.00A & C Glass00203132P0107190 Repairs for front entry door.

-Org Key: Equipment Rental Vehicle ReplWG130E200.79KIA MOTORS FINANCE00203147P94483 6 MONTH EXTENSION JAN - JULY '

-Org Key: Open Space - Pioneer/EngstromWP122P796.25MONARCH LANDSCAPING WA LLC00203153P0103566 Retainage 5%

-Org Key: Vegetation ManagementWP122R1,020.00MONARCH LANDSCAPING WA LLC00203153P0103564 5% Retainage

98.43VERIZON WIRELESS00203169P0107253 Monthly Cellular Phone bill -

-Org Key: Luther BB Minor Capital LEVYXP710R408.00MONARCH LANDSCAPING WA LLC00203153P0103564 5% Retatinage

-Org Key: YFS General ServicesYF110037.51VERIZON WIRELESS00203169P0106332 Mobile hotspot device for when

-Org Key: School/City PartnershipYF210014.75REGIONAL TOXICOLOGY SERVICES00203160P0107192 Lab fees for 2020

689,882.60Total

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Check No4,455.0000203132 A & C Glass 15078P0107190 04/10/2020 01/22/2020

Repairs for front entry door.391.3800203133 ALL BATTERY SALES & SERVICE 659836P0107270 04/10/2020 03/05/2020

BATTERY12,109.1300203134 BOLLES CONSTRUCTION INC 3037P0106533 04/10/2020 03/23/2020

EXCAVATION ON-CALL3,637.0000203135 CADMAN INC 5674723/724P0107266 04/10/2020 03/13/2020

1-1/4" MINUS ROCK (133.86 TONS5,241.7800203136 CASCADE KENDO-KAI 9735/9731P0107296 04/10/2020 04/01/2020

Program payment for Kendo #973121.4400203137 COMCAST 0060573-0420P0102379 04/10/2020 04/21/2020

CITY HALL HIGH SPEED INTERNET1,937.5000203138 SAHANDY, SHEIDA REBECCA 024P0107257 04/10/2020 03/20/2020

CPD Continuous improvement pro48.5900203139 CRYSTAL AND SIERRA SPRINGS 14555831032120P0106697 04/10/2020 03/21/2020

PW WATER DELIVERY394.6500203140 DEPT OF TRANSPORTATION JZ0405/JZ0592P0107298 04/10/2020 03/16/2020

Invoice RE 41 JZ0405 L009 ST4,411.2500203141 ESA 151549P0107258 04/10/2020 01/08/2020

CAO update546.4800203142 EXCEL SUPPLY COMPANY 119266P0107250 04/10/2020 03/20/2020

NITRILE EXAM GLOVES779.1200203143 GRAINGER 9484961307/24/80P0107251 04/10/2020 03/30/2020

INVENTORY PURCHASES256.2000203144 HAKOMORI, MITSUKO 9614P0107297 04/10/2020 04/01/2020

Instructor payment for Ikebana3,062.5000203145 HEARTLAND LLC 1210-1012P0107227 04/10/2020 03/19/2020

Services February 2020 (6.25 h159.3800203146 HOBBS, TRACY OH013243P0107291 04/10/2020 04/01/2020

Instructor Payment for Power F200.7900203147 KIA MOTORS FINANCE OH013240P94483 04/10/2020 04/01/2020

6 MONTH EXTENSION JAN - JULY '399,447.9600203148 KING COUNTY TREASURY 30029311P0106421 04/10/2020 04/01/2020

MONTHLY SEWER JAN-DEC 20203,844.5000203149 LASERFAB INC. 341742P0107290 04/10/2020 03/19/2020

Heavy duty collection box with71.5400203150 MI HARDWARE - MAINT OH013242P0107284 04/10/2020 03/31/2020

MISC. HARDWARE FOR THE MONTH O16.6100203151 MI HARDWARE - ROW OH013241P0107283 04/10/2020 03/31/2020

MISC. HARDWARE FOR THE MONTH O11,902.1700203152 MI SCHOOL DISTRICT #400 OH013233P0106607 04/10/2020 04/01/2020

MI Pool Operation Subsidy2,292.2500203153 MONARCH LANDSCAPING WA LLC OH013236P0103564 04/10/2020 04/01/2020

5% Retainage952.0000203154 MORNICK, MATTHEW 10P0107338 04/10/2020 03/18/2020

CMO Support 3/16-3/20/2020202,012.4900203155 NORCOM 911 0000904/0000905P0107276 04/10/2020 04/01/2020

911 NORCOM1,254.0000203156 NORTON CORROSION LIMITED LLC 255777P0107268 04/10/2020 03/17/2020

2020 NORTHFIRE UNDERGROUND CAT1,272.7000203157 PAULETTO, MAUDE 9978/9982P0107295 04/10/2020 04/01/2020

Instructor payment for Yoga cl

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Finance Department

Check No2,043.0000203158 PEOPLE FOR PROGRESS IN INDIA FA-3974P0107191 04/10/2020 03/19/2020

Cancelled rental FA-3974 due t4,361.8100203159 PRIORITY MARINE OH013239P0107265 04/10/2020 02/16/2020

Patrol 11 Repairs14.7500203160 REGIONAL TOXICOLOGY SERVICES TC-20290022920P0107192 04/10/2020 02/29/2020

Lab fees for 2020348.7000203161 RELX INC DBA LEXISNEXIS 3092558462P0107299 04/10/2020 03/31/2020

Library Subscriptions - Invoic206.7300203162 RICOH USA INC 5058952054P0107278 04/10/2020 03/01/2020

Cost Per Copy/Fire1,513.2000203163 SCHUMACHER, JAN 9687P0107292 04/10/2020 04/01/2020

Instructor Payment for Aerobic2,596.0800203164 SME SOLUTIONS LLC 293785P0107269 04/10/2020 02/29/2020

1/29/20 FIRE STATION TANK REPA77.0000203165 T2 SYSTEMS CANADA INC IRIS000069485P0107274 04/10/2020 03/31/2020

Monthly charges for services t1,453.7700203166 TRAFFIC SAFETY SUPPLY INV025052P0107289 04/10/2020 03/31/2020

INVENTORY PURCHASES576.6300203167 US Bank Redmond 3037P0106556 04/10/2020 03/23/2020

RETAINAGE FOR P01065338,892.3000203168 VERIZON WIRELESS 9851087758P0107346 04/10/2020 03/23/2020

2020 VERIZON WIRELESS5,095.5600203169 VERIZON WIRELESS 9848989754P0106332 04/10/2020 03/15/2020

Monthly Cellular Phone bill -168.2700203170 WALTER E NELSON CO 862560P0107293 04/10/2020 04/02/2020

3 boxes of hand soap for restr1,222.6500203171 WANG NING MARTIAL ARTS ACA LLC 9730P0107294 04/10/2020 04/01/2020

Instructor Payment for Tai Chi155.2900203172 XEROX CORPORATION 098595549P0107256 04/10/2020 01/01/2020

Xerox lease - LBP - Invoice338.4500203173 ZEE MEDICAL 68398499P0107267 04/10/2020 04/01/2020

Medical cabinet supplies for M

689,882.60Total

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PAYROLL PERIOD ENDING 4.3.2020 PAYROLL DATED 4.10.2020

Net Cash 517,589.95$ Net Voids/Manuals 10,717.88$ Net Total 528,307.83$

Federal Tax Deposit - Key Bank 81,757.23$ Social Security and Medicare Taxes 46,982.37$ Medicare Taxes Only (Fire Fighter Employees) 2,448.73$ State Tax (Massachusetts) 20.89$ Public Employees Retirement System 2 (PERS 2) 29,892.42$ Public Employees Retirement System 3 (PERS 3) 6,576.42$ Public Employees Retirement System (PERSJM) 870.75$ Public Safety Employees Retirement System (PSERS) 214.08$ Law Enforc. & Fire fighters System 2 (LEOFF 2) 25,209.81$ Regence & LEOFF Trust - Medical Insurance 12,261.91$ Domestic Partner/Overage Dependant - Insurance 1,106.36$ Group Health Medical Insurance 1,031.14$ Health Care - Flexible Spending Accounts 1,939.72$ Dependent Care - Flexible Spending Accounts 1,098.85$ ICMA Deferred Compensation 34,299.79$ Fire 457 Nationwide 21,022.86$ Roth - ICMA 460.00$ Roth - Nationwide 940.00$ Tax Levy 826.84$ Child Support 599.99$ Mercer Island Employee Association 292.50$ Cities & Towns/AFSCME Union Dues -$ Police Union Dues -$ Fire Union Dues 2,153.38$ Fire Union - Supplemental Dues 160.00$ Standard - Supplemental Life Insurance -$ Unum - Long Term Care Insurance 353.55$ AFLAC - Supplemental Insurance Plans 388.71$ Coffee Fund 144.00$ Transportation 136.67$ HRA - VEBA 5,681.21$ Tax & Benefit Obligations Total 278,870.18$

TOTAL GROSS PAYROLL 807,178.01$

Finance Director

Mayor Date

CITY OF MERCER ISLAND CERTIFICATION OF PAYROLL

I, the undersigned, do hereby certify under penalty of perjury that the materials have been furnished, the services rendered or the labor performed as described herein, that any advance payment is due and payable pursuant to a contract or is available as an option for full or partial fulfillment of a contractual obligation, and that the claim is a just, due and unpaid obligation against the City of Mercer Island, and that I am authorized to authenticate and certify to said claim.

I, the undersigned, do hereby certify that the City Council has reviewed the documentation supporting claims paid and approved all checks or warrants issued in payment of claims.

City of Mercer Island City Council Special Video Meeting Minutes April 7, 2020 1

CALL TO ORDER & ROLL CALL Mayor Benson Wong called the meeting to order at 5:07 pm from a remote location. Mayor Benson Wong, Deputy Mayor Wendy Weiker and Councilmembers Lisa Anderl, Jake Jacobson, Salim Nice, Craig Reynolds, and David Rosenbaum participated remotely using a video teleconferencing platform by Zoom. The following staff members participated from remote locations:

• Interim City Attorney Bio Park • Interim Finance Director Matt Mornick • Deputy Finance Director LaJuan Tuttle • Policy Group Lead, Alison Van Gorp

City Manager Jessi Bon and City Clerk Deb Estrada participated remotely from separate rooms at City Hall, 9611 SE 36th Street, Mercer Island, Washington. AGENDA APPROVAL

It was moved by Reynolds; seconded by Nice to: Approve the agenda as presented. A roll call vote was conducted, and the results were as follows: Passed 7-0 FOR: 7 (Anderl, Jacobson, Nice, Reynolds, Rosenbaum, Weiker and Wong)

CITY MANAGER REPORT City Manager Bon reported on the following:

• Emergency Operations Activated – Level 1 • EOC Organization Structure • Regional and State Partnership • Situation Reports • How many COVID-19 Cases are on Mercer Island – 61 confirmed • School Closures Extended through end of year • City of Mercer Island Call Center • Youth and Family Services Food Pantry • Youth and Family Services Emergency Assistance • Youth and Family Services Community-Based Counseling • PROS Plan Suspended until Fall 2020, perhaps 2021 • CPD Services: Development Review • CPD Services Project Updates:

o Xing Hua Mixed Use Building o East Seattle School FEIS o East Seattle Office Building o Miscellaneous Projects

• CPD Services: Legislative • Connect to Culture & the Arts from Home • Thursday Video Situation Briefing

CITY COUNCIL MINUTES SPECIAL VIDEO MEETING APRIL 7, 2020


CONSENT CALENDAR Payables Reports for the Periods Ending:

A. February 14, 2020 in the amount of $311,538.48, B. February 21, 2020 in the amount of $109,400.98, C. February 28, 2020 in the amount of $430,608.98, D. March 6, 2020 in the amount of $333,552.62, E. March 13, 2020 in the amount of $834,427.28, F. March 20, 2020 in the amount of $49,346.33, and G. March 27, 2020 in the amount of $819,369.97 Recommendation: Certify that the materials or services herein before specified have been received and that all warrant numbers listed are approved for payment.

Certification of Payroll:

A. February 28, 2020 in the amount of $835,784.15, and B. March 13, 2020 in the amount of $834,443.16 Recommendation: Certify that the materials or services specified have been received and that all fund warrants are approved for payment.

Minutes of the following meetings:

January 24 & 25, 2020 Planning Session, February 18, 2020 Regular Meeting, March 10, 2020 Special Meeting, and March 24 Special Meeting. Recommendation: Approve the minutes as written.

AB 5675: King County WaterWorks Grant Acceptance Recommended Action: Authorize the City Manager to accept the King County WaterWorks Grant and appropriate $29,220 in grant funds for 2020.

AB 5677: Authorize Grant Application to replace Marine Patrol Boat #11 Recommended Action: Authorize the City Manager to sign the grant application. It was moved by Nice; seconded by Reynolds to: Approve the Consent Calendar as presented. A roll call vote was conducted, and the results were as follows: Passed 7-0 FOR: 7 (Anderl, Jacobson, Reynolds, Rosenbaum, Nice, Weiker, and Wong)

REGULAR BUSINESS AB 5678: City Council Line of Succession Policy Group Lead Alison Van Gorp explained that due to the nature of the COVID-19 emergency, it is prudent for the Council to identify in advance a second alternate for the Mayor, should both the Mayor and Deputy Mayor become unavailable. Van Gorp explained the process for designating the second alternate and that the designation should remain in place throughout the duration of the COVID-19 emergency and until such a time that the Emergency Operation Center is deactivated, or until the next Mayor and Deputy Mayor are elected in January 2022, whichever event comes first. Councilmember Rosenbaum nominated Councilmember Nice to serve as a second alternate to the Mayor. Councilmember Nice accepted the nomination. There were no additional nominations.

It was moved by Reynolds; seconded by Rosenbaum to: Nominate Councilmember Nice to serve as a second alternate to the Mayor. A roll call vote was conducted, and the results were as follows:


Passed 7-0 FOR: 7 (Anderl, Jacobson, Reynolds, Rosenbaum, Nice, Weiker, and Wong)

AB 5679: B&O Tax Payment Deferral Policy Group Lead Alison Van Gorp explained that the COVID-19 emergency is causing undue hardship to local Mercer Island businesses. In response to the hardship, staff recommended amending the city code to give the City the ability to extend the deadline for B&O tax payments. She further explained that Ordinance 20C-05 would give the Finance Director, during a declared emergency, the ability to extend the payment deadline through the end of 2020. In 2021, payment deadlines would return to the regular quarterly schedule. She noted that the City would rely on cash reserves to mitigate revenue impacts due to delayed tax collections and to sustain the City’s emergency response. Interim City Attorney Bio Park responded to Council questions regarding the Finance Director’s authority to extend the deadline.

It was moved by Weiker; seconded by Reynolds to: Suspend the City Council Rules of Procedures, Section 6.3 A roll call vote was conducted, and the results were as follows: Passed 7-0 FOR: 7 (Anderl, Jacobson, Reynolds, Rosenbaum, Nice, Weiker, and Wong)

It was moved by Anderl; seconded by Reynolds to: Adopt Ordinance No. 20C-05, amending MICC 4.10.110(A) related to business and occupation tax payment due dates. A roll call vote was conducted, and the results were as follows: Passed 6-1 FOR: 6 (Anderl, Reynolds, Rosenbaum, Nice, Weiker, and Wong) AGAINST: 1 (Jacobson)

AB 5676: Financial Report: 2019 Year-End and COVID-19 Impacts Interim Finance Director Matt Mornick presented the 2019 Year-End Financial Status Report. He reported on the 2019 General Fund budget to actuals, year-end balances for the Water, Sewer, and Storm Water Utility Funds, and the 2019 year-end Contingency Fund balance. He reported that the 2019-2020 budget amending ordinance included the following adjustments:

1. Amending the Fleet Fund by $32,917 for the purchase of the hydraulic driven drop-in sander. 2. Amending the Youth and Family Services Fund by $54,624 to restore the 0.5 FTE Geriatric Specialist for

2020 through a donation from the Youth and Family Services Foundation. 3. Amending the Youth and Family Services Fund by $37,373 by appropriating all of the proceeds from HB

1406 to the Emergency Assistance Program for housing and rent assistance. 4. Amending the Capital Improvement Fund by $26,680 to account for a King County Flood Control Grant for

the Lincoln Landing project. 5. Amending the General Fund by $7,500 to account for revenue received from the Washington Health Care

Authority. He noted that the City Council previously authorized allocation of HB 1405 funds to the ARCH Housing Trust Fund ($16,232) and the remaining balance to the YFS Emergency Assistance Fund. Given the circumstances facing the Mercer Island community due to the coronavirus pandemic, it was recommended that the proceeds from HB 1406 be fully allocated to emergency assistance for housing and rent.

It was moved by Jacobson; seconded by Anderl to: Suspend the City Council Rules of Procedures, Section 6.3 A roll call vote was conducted, and the results were as follows: Passed 7-0 FOR: 7 (Anderl, Jacobson, Reynolds, Rosenbaum, Nice, Weiker, and Wong)

It was moved by Anderl; seconded by Reynolds to: Adopt Ordinance No. 20-06, amending the 2019-2020 Biennial Budget.


A roll call vote was conducted, and the results were as follows: Passed 7-0 FOR: 7 (Anderl, Jacobson, Reynolds, Rosenbaum, Nice, Weiker, and Wong)

It was moved by Anderl; seconded by Nice to: Reduce the ARCH Housing Trust Fund allocation from $50,000 to $33,768 for 2020. A roll call vote was conducted, and the results were as follows: Passed 6-1 FOR: 6 (Anderl, Jacobson, Rosenbaum, Nice, Weiker, and Wong) AGAINST: 1 (Reynolds)

It was moved by Anderl; seconded by Jacobson to: Allocate $16,232 from the General Fund to the ARCH Administrative Budget for 2020. A roll call vote was conducted, and the results were as follows: Passed 7-0 FOR: 7 (Anderl, Jacobson, Reynolds, Rosenbaum, Nice, Weiker, and Wong)

Interim Finance Director Mornick then proceeded to explain the fiscal and environmental conditions in 2020 as a result of the ongoing coronavirus pandemic. He explained that early indicators are signaling a recession deeper than 2008. As a result of the Governor’s Stay Home, Stay Healthy order, which was extended to May 4, all non-essential retail stores in Washington are closed. Revenues at the hotels that remain open are down about 90 percent. Restaurants that choose to remain open only offer takeout service. He went on to explain that staff collaborated with the Mercer Island Chamber of Commerce, local business owners, and City Council to coordinate resources, outreach, and City support for small businesses. Mornick noted that in response to the growing concern among residents and local businesses, the City instituted relief measures for water utility customers. To avoid an undue burden during the coronavirus, the City created a variety of payment plan options for customers in need. Further, the City would not disconnect customers for non-payment during this time, nor would late fees be issued to customers unable to pay their bills on-time. Mornick explained that as a result, impacts to the City’s General Fund and Youth and Family Services (YFS) Fund have been severe. Staff estimated revenue impacts through the end of 2020 and are working to mitigate the following potential losses:

• Up to $1.5 million General Fund revenue shortfall in the Parks and Recreation department. • Up to $1.6 million Youth and Family Service Fund revenue shortfall.

The following fiscal impacts were reviewed:

• Youth & Family Services • Thrift Shop Revenues • YFS Fund Forecast • Sales Tax • Parks & Recreation • 27th Pay Period (every 10th year, there is an additional pay period) • Delayed Revenues due utility payments, B&O tax and property tax extensions, and rent payment

extensions at MICEC • Contingency Fund

Until such time that staff can better predict the full impact of the emergency, several financial assumptions were identified:

• Non-essential businesses will be shut down until May 4. • When businesses re-open, it will take time to return to normalcy. • Very little sales tax is expected to be remitted during March and April given the Stay Home, Stay Healthy

order. • Sales tax revenue is received two months after it is earned and therefore the true impacts on sales tax will

not be known until May and June. • Property tax deadlines have been extended to June 1 for residential and commercial properties who pay

property taxes themselves. It is unknown how many taxpayers pay property taxes themselves in the City, but payment delays will affect the City’s cash flows.


• Uncertainty regarding utility customer payments will impact utility revenues and corresponding utility tax revenues.

• Impacts of lost and deferred revenue may create cash flow issues, creating a heavy reliance on General Fund balance and Contingency Fund reserves to meet monthly cash flow commitments.

Interim Finance Director Mornick and City Manager Bon reported that by the end of March, the City released 1 full-time employee and 39 seasonal and casual employees in the Parks and Recreation, Youth and Family Services, and Public Works departments, noting that additional workforce reductions would be needed to offset the loss of revenue. It was further explained that the Thrift Shop, a primary revenue driver for the Youth and Family Services Fund, closed mid-March, which required immediate use of the YFS Fund Reserves to cover expenses. Mornick continued to explain that staff are unable to predict when delayed revenue will be received. Meanwhile, staff is preparing for significant cash flow interruptions and would need to rely on the City’s contingency reserve and General Fund balance to fill gaps as they arise. City Manager Bon explained that a hiring freeze is in place through 2020 and that all professional training and related travel through 2020 is frozen as well. She further noted that staff are exploring several cost saving measures, including:

• Non-essential contracts tied to General Fund • Workforce reductions via layoffs, furloughs, and salary reductions • Scaled down operations through the city organization • Potential General Fund transfers that can be delayed or eliminated • Federal/state resources to supplement operations • New discussions with labor partners to help close the budget gap.

Councilmembers had several questions in response to the financial status report. City Manager Bon committed to Council that staff would report back at the April 21, 2020 City Council meeting.

OTHER BUSINESS Planning Schedule There were no changes to the Planning Schedule. Councilmember Absences There were no absences to report. Councilmember Reports Councilmember Anderl:

• Utility Board has not met • WRIA 8 Salmon Recovery Council met remotely with 56 attendees and accepted a grant for additional

research. Councilmember Jacobson:

• ETP has not met • Disability Board has a May meeting scheduled • Participated in the Recology Facility tour

Councilmember Reynolds:

• Brainstorming next steps with Mercer Island businesses and the feasibility of a buy local initiative Councilmember Rosenbaum:

• MISD Advisory Board met in late February Deputy Mayor Weiker:

• Encouraged Council to read SCA daily emails


• Community is considering ideas for graduating seniors Mayor Wong:

• Participated in a virtual meeting with King County Mayors and there was a survey of what other cities are doing during the pandemic

• Encouraged Council to read the SCA daily reports and observe what other communities are doing • Asked Deputy Mayor Weiker to keep Council apprised of SCA and AWC efforts in response to the

pandemic ADJOURNMENT There being no additional business to come before City Council, the Special Video Meeting adjourned at 8:46 PM

_______________________________ Benson Wong, Mayor

Attest: _________________________________ Deborah A. Estrada, City Clerk


CALL TO ORDER & ROLL CALL Mayor Benson Wong called the Special Meeting to order at 4:00 pm from a remote location. Mayor Benson Wong, Deputy Mayor Wendy Weiker and Councilmembers Lisa Anderl, Jake Jacobson, Salim Nice, Craig Reynolds, and David Rosenbaum participated remotely using Microsoft Teams. City Attorney Bio Park, Public Works Director Jason Kintner, and Chief of Administration Ali Spietz participated in the executive session from a remote location using Microsoft Teams. City Manager Jessi Bon and Senior Project Manager Kirsten Taylor participated from the City Hall Council Chambers using Microsoft Teams. SPECIAL BUSINESS At 4:03, Mayor Wong convened an Executive Session for approximately 120 minutes to discuss with legal counsel litigation or potential litigation to which the City is, or is likely to become, a party, when public knowledge regarding the discussion is likely to result in an adverse legal or financial consequence to the City pursuant to RCW 42.30.110(1)(i) and noted that no action would be taken. At 5:58 pm, Mayor Wong adjourned the Executive Session. ADJOURNMENT The Special Meeting adjourned at 5:59 pm.

_______________________________ Benson Wong, Mayor

Attest: _________________________________ Deborah Estrada, City Clerk

CITY COUNCIL MINUTES SPECIAL VIDEO MEETING APRIL 14, 2020

BUSINESS OF THE CITY COUNCIL

CITY OF MERCER ISLAND

AB 5682 April 21, 2020 Consent Calendar

AGENDA BILL INFORMATION

TITLE: AB 5682: Sexual Assault Awareness Month Proclamation ☐ Discussion Only

☒ Action Needed: RECOMMENDED ACTION:

Proclaim April 2020 as Sexual Assault Awareness Month in the City of Mercer Island

☐ Motion

☐ Ordinance

☐ Resolution

DEPARTMENT: Youth and Family Services

STAFF: Cindy Goodwin, YFS Director

COUNCIL LIAISON: n/a

EXHIBITS: 1. Sexual Assault Awareness Month Proclamation

CITY COUNCIL PRIORITY: n/a

AMOUNT OF EXPENDITURE $ n/a

AMOUNT BUDGETED $ n/a

APPROPRIATION REQUIRED $ n/a

SUMMARY In the United States, April is Sexual Assault Awareness Month (SAAM). The goal of SAAM is to raise public awareness about sexual violence and educate communities on how to prevent it. The attention SAAM generates is an opportunity to energize and expand prevention efforts throughout the year. The National Sexual Violence Resource Center’s theme for SAAM 2020 is “Shine a Light.” By proclaiming support for survivors and their families and speaking out loud about how sexual violence affects our communities, we spotlight the issue, and engage the whole community in this important conversation. When we allow space in our communities for informed conversations –in our schools, in our homes, in the public square – we signal to survivors we want to hear from them, and we empower them to speak up and seek help. Hearing “I believe you, I want to help support you, and I know where you can get help right now” is an important first message all survivors need to begin healing.

RECOMMENDATION Mayor proclaims April 2020 as Sexual Assault Awareness Month in the City of Mercer Island

City of Mercer Island, Washington

Proclamation WHEREAS, in Washington State, 45% of women and 22% of men report having experienced sexual violence in their lifetime; and;

WHEREAS, rape is among the most underreported crime for reasons that include victim’s fear of being disbelieved or further traumatized within systems designed to support them. Additional barriers to reporting, such as language, immigration status, or gender and racial bias, reduce reporting even further; and

WHEREAS, in King County, more than 7,400 adults and children received specialized assistance from organizations with programming for sexual assault victims in 2019; and

WHEREAS, demand for services to help survivors heal has increased significantly since 2016, reflecting the cultural shift that is taking place that has prompted many survivors who have remained silent to now speak up and seek the help they need to heal; and

WHEREAS, King County is home to many organizations that provide culturally and linguistically specific services for survivors from various racial/ethnic, faith, and cultural communities, survivors who are immigrants and refugees, survivors who are LGBTQ, and survivors with disabilities, and these culturally specific services are critical to effectively respond to the specific needs and barriers many survivors face; and

WHEREAS, negative impacts of sexual violence trauma on women, men, children and youth include fear, concern for safety, symptoms of post-traumatic stress disorder, injury, and missed work or school; and

WHEREAS, working together to support our community’s response to sexual violence, supporting survivors when they come forward, speaking out against and working to change harmful attitudes and actions, and engaging in sexual violence education and prevention work helps end sexual violence

NOW, THEREFORE, I, Benson Wong, Mayor of the City of Mercer Island, do hereby proclaim April 2020 as

SEXUAL ASSAULT AWARENESS MONTH in the City of Mercer Island and urge all residents to join advocates and communities throughout King County in taking action to prevent sexual violence by standing with survivors and proclaiming April 2020 SEXUAL ASSAULT AWARENESS MONTH.

APPROVED, this 21st day of April 2020

________________________________ Mayor Benson Wong Proclamation No. 250

Page 1



AB 5671 March 10, 2020 Consent Calendar


TITLE: AB 5671: Claims Reporting for Electronic Funds Transfers (EFTs)

☒ Discussion Only

☐ Action Needed: RECOMMENDED ACTION:

Receive report. No action necessary ☐ Motion

☐ Ordinance

☐ Resolution

DEPARTMENT: Finance

STAFF: LaJuan Tuttle, Deputy Finance Director

COUNCIL LIAISON:

EXHIBITS: 1. Certification of Claims October 2019 – March 2020 2. Accounts Payable EFT Report October 2019 3. Accounts Payable EFT Report November 2019 4. Accounts Payable EFT Report December 2019 5. Accounts Payable EFT Report January 2020 6. Accounts Payable EFT Report February 2020 7. Accounts Payable EFT Report March 2020

CITY COUNCIL PRIORITY: 2. Articulate, confirm, and communicate a vision for effective and efficient city services. Stabilize the organization, optimize resources, and develop a long-term plan for fiscal sustainability.




SUMMARY The Washington State Auditors Office, through its Budgeting, Accounting, and Reporting System (BARS), requires audited and certified claims to be presented to the legislative body. The BARS manual prescribes this process in Section 3.8.5 – Voucher Certification and Approval which reads in part that the governing body approve the payment of claims vouchers and payroll. As defined by BARS, “claims” refer to all external payments that are made to satisfy obligations of the City, regardless of how payments are processed (i.e., through warrants, checks, EFT’s, etc.). Electronic Funds Transfer (EFT) is a general term used to describe any type of electronic payment and includes wire transfers and automated clearing house (ACH) payments. Electronic payments are often more timely and secure than payment by check. Many of the City’s vendors prefer electronic payment and the State of Washington now requires electronic payment for most tax

Page 2

remittances. Existing automated reports for Accounts Payable claims do not currently include payments made by EFT. To ensure compliance with BARS voucher certification requirements, a monthly report detailing accounts payable claims paid by EFT will be included on future Council Consent Calendars. Exhibits 1 through 7 are EFT Claims reports detailing electronic payments for October 2019 through March 2020. Explanations of the most common, and recurring, electronic payments are as follows:

Merchant Fees: The costs associated with Visa & Mastercard interchange. Charged to merchants (the City) on a percentage and per transaction basis. The City has multiple merchant accounts all associated with a distinct business system for cash receipting.

ADP Fees: Processing fees charged by payroll vendor ADP.

Northwest Administrator: Payment for monthly premiums for employee benefits including medical, dental, life and long-term disability (LTD).

US Bank Safekeeping: Payment of principal and interest on outstanding long-term debt.

VEBA: Employer annual and quarterly contributions to VEBA (voluntary employee beneficiary association) accounts based on collective bargaining agreements (CBA) and employee benefit packages. Those employees covered by the Fire CBA also have the option of contributing directly to their VEBA accounts through payroll deduction.

WA Department of Retirement Systems DRS: Remittance of employee and employer contributions to PERS (Public Employees' Retirement System) and LEOFF (Law Enforcement Officers' and Fire Fighters') retirement systems. Remitted on a per pay-date basis.

WA Department of Labor and Industries: Quarterly L&I (Labor & Industries) Tax payment.

WA Department of Revenue: Monthly payment of sales and use taxes. Includes remittance of sales tax collected by the Thrift Shop and Parks and Recreation, Utility Excise taxes, Business and Occupation taxes, and local use taxes.

Pre-authorized ACH payments are initiated by the City either by contract (merchant fees, ADP) or per occurrence by authorized login to secure vendor portals (NW Admin, DRS, VEBA and WA State). Wire transfers require initiation by authorized staff in Finance with secondary authorization provided by authorized staff in the City Manager’s Office – both via separate secure logins with KeyBank.

RECOMMENDATION Receive report. No action necessary.


I, the undersigned, do hereby certify under penalty of perjury that the materials have been furnished, the services rendered, or the labor performed as described herein, that any advance payment is due and payable pursuant to a contract or is available as an option for full or partial fulfillment of a contractual obligation, and that the claim is a just, due and unpaid obligation against the City of Mercer Island, and that I am authorized to authenticate and certify to said claim.

_______________________________________ Deputy Finance Director

I, the undersigned, do hereby certify that the City Council has reviewed the documentation supporting claims paid and approved all checks or warrants issued in payment of claims.

________________________________________ ______________________ Mayor Date

Report Amount

EFT Report October 2019 $2,470,933.46 EFT Report November 2019 $3,655,382.20 EFT Report December 2019 $4,957,989.40 EFT Report January 2020 $2,846,338.65 EFT Report February 2020 $2,304,264.67 EFT Report March 2020 $2,151,871.80

AB 5671 | Exhibit 1 | Page 3

Accounts Payable EFT Report

Date Type Amount

10/25/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL ADP PAYROLL FEESADP - FEES ADP Payroll Services 2,194.51


10/1/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL AFLAC INSURANCE Employee Withholding - Payroll 941.55

10/29/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL AFLAC INSURANCE Employee Withholding - Payroll 1,355.34

10/11/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL NATIONWIDE PAYMENTS Employee Withholding - Payroll 701.43

10/11/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL NATIONWIDE PAYMENTS Employee Withholding - Payroll 10,300.74



10/28/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL UNUMGROUP955 INSURANCE Employee Withholding - Payroll 266.40

10/28/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL UNUMGROUP955 INSURANCE Employee Withholding - Payroll 732.40

10/15/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL WASHINGTON-DSHS WA53000000 Employee Withholding - Payroll 599.99

10/28/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL WASHINGTON-DSHS WA53000000 Employee Withholding - Payroll 599.99

10/11/2019 Outgoing Money Transfer IAFF Dues Employee Withholding - Payroll 2,271.33


10/11/2019 Outgoing Money Transfer ICMA Employee Withholding - Payroll 30,728.16


10/11/2019 Outgoing Money Transfer VEBA Employee Withholding - Payroll 5,266.81


10/23/2019 Outgoing Money Transfer VEBA Employer contribution 110,838.02

10/30/2019 Outgoing Money Transfer VEBA Employer contribution 2,033.78

10/3/2019 Preauthorized ACH Debit BOFA MERCH SVCS FEE 430134750159294 Merchant Fee - Boat Launch 213.89

10/2/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL AUTHNET GATEWAY BILLING Merchant Fee - Boat Launch 30.00

10/3/2019 Preauthorized ACH Debit BOFA MERCH SVCS FEE 430134260026874 Merchant Fee - City Hall 1,001.74

10/2/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL AUTHNET GATEWAY BILLING

Merchant Fee - Mybuildingpermit.com 25.00

10/2/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL MERCHANT S000000000259217


10/8/2019 Preauthorized ACH Debit VANTIV_INTG_PYMTBILLNG 295483290884 Merchant Fee - Parks & Recreation 1,311.99

10/8/2019 Preauthorized ACH Debit VANTIV_INTG_PYMTBILLNG 295483291882 Merchant Fee - Parks & Recreation 484.13

Vendor Name/Description



Date Type AmountVendor Name/Description


10/18/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL CAYAN HOLDINGS LPAYMENT Merchant Fee - Thrift Shop 82.34

10/25/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL MERCHANTWHS2 OPTICARD Merchant Fee - Thrift Shop 5.85

10/3/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL MERCURY PAYMENT ACHGIFTFEE Merchant Fee - Thrift Shop 29.99

10/2/2019 Preauthorized ACH Debit MERCHANT SERVICEMERCH FEES930553411164783 Merchant Fee - Thrift Shop 3,503.11

10/8/2019 Preauthorized ACH Debit VANTIV_INTG_PYMTBILLNG 8788430115315 Merchant Fee - Thrift Shop 118.34

10/2/2019 Preauthorized ACH Debit DIRECT DEPOSIT BANKCARD 948908660000035 Merchant Fee - Utility Billing 3,622.91

10/8/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL INVOICE CLOUD INVOICE CL Merchant Fee - Utility Billing 50.00

10/2/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL PAYA MONTH END Merchant Fee - Utility Billing 10.00

10/17/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL PAYA REJECT FEE Merchant Fee - Utility Billing 15.00


10/17/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL PAYA REJECTS Merchant Fee - Utility Billing 375.50

10/21/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL PAYA REJECTS Merchant Fee - Utility Billing 15,339.72

10/1/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL PAYA TRX FEES Merchant Fee - Utility Billing 1.90
































10/3/2019 Preauthorized ACH Debit BOFA MERCH SVCS FEE 430134260026884 Merchant Fee - VOICE 6.45

10/2/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL AUTHNET GATEWAY BILLING Merchant Fee - VOICE 35.74

10/3/2019 Preauthorized ACH Debit BOFA MERCH SVCS FEE 430134260026879 Merchant Fee - YFS LB 165.98

10/9/2019 Outgoing Money Transfer ADP PAYROLL Net Payroll 557,750.05


10/11/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL NORTHWEST ADMINI INS PREM

October Employee Insurance Premiums 184,797.94

Employee (payroll withholding) $21,593.42Employer Portion $163,204.52

10/10/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL ADP Tax ADP Tax Payroll Taxes 185,066.97

Employee Portion (payroll withholding) $137,612.01

Employer Portion $47,454.96




Date Type AmountVendor Name/DescriptionEmployee Portion (payroll

withholding) $132,503.70Employer Portion $45,513.51

10/15/2019 Preauthorized ACH Debit 5 3 BANKCARD SYSNET SETLMT295483290884

Refunds processed - Parks & Recreation 572.10


Refunds processed - Parks & Recreation 195.00


Refunds processed - Parks & Recreation 2,381.00

10/10/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL WA DEPT RET SYS DRS EPAY Remit Retirement 8-30-2019 158,559.13



10/10/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL WA DEPT RET SYS DRS EPAY Remit Retirement 9-13 and 9-27-19 288,164.52


Employer Portion $80,640.44Employee Portion (payroll

withholding) $64,449.00Employer Portion $78,064.45

10/28/2019 Preauthorized ACH Debit DIRECT WITHDRAWAL WA DEPT REVENUE TAX PYMT Remit Septembe Excise Tax 116,819.24

Water Utility $71,126.46Sewer Utility $22,784.14

Stormwater Utility $3,148.02Thrift Shop $16,556.70

Parks & Recreation $3,203.9210/29/2019 Outgoing Money Transfer WA DEPT REVENUE Remit Unclaimed Property 19,143.23

2,470,933.46$



Date Type Vendor Name/Description Amount

11/22/2019 Preauthorized ACH Debit

DIRECT WITHDRAWAL ADP

PAYROLL FEESADP - FEES ADP Payroll Services 2,003.97$



PAYROLL FEESADP - FEES ADP Payroll Services 2,795.02

11/27/2019 Outgoing Money Transfer US Bank Safekeeping

Debt Payment - Principle and

Interest 615,615.00

11/27/2019 Outgoing Money Transfer US Bank Safekeeping

Debt Payment - Principle and

Interest 729,300.00

11/27/2019 Outgoing Money Transfer US Bank Safekeeping Debt Payment - Water Fund 89,712.50


DIRECT WITHDRAWAL

NATIONWIDE PAYMENTS Employee Withholding - Payroll 723.15


DIRECT WITHDRAWAL

NATIONWIDE PAYMENTS Employee Withholding - Payroll 9,505.68


DIRECT WITHDRAWAL



DIRECT WITHDRAWAL



DIRECT WITHDRAWAL

UNUMGROUP955 INSURANCE Employee Withholding - Payroll 266.40


DIRECT WITHDRAWAL



DIRECT WITHDRAWAL

WASHINGTON-DSHS

WA53000000 Employee Withholding - Payroll 599.99


DIRECT WITHDRAWAL

WASHINGTON-DSHS









BOFA MERCH SVCS FEE

430134750159294 Merchant Fee - Boat Launch 67.32


DIRECT WITHDRAWAL AUTHNET

GATEWAY BILLING Merchant Fee - Boat Launch 30.00


BOFA MERCH SVCS FEE

430134260026874 Merchant Fee - City Hall 1,298.37



GATEWAY BILLING

Merchant Fee -

Mybuildingpermit.com 25.00


DIRECT WITHDRAWAL

MERCHANT S000000000259217

Merchant Fee -

Mybuildingpermit.com 1,247.33


VANTIV_INTG_PYMTBILLNG

295483290884 Merchant Fee - Parks & Recreation 1,491.27



295483291882 Merchant Fee - Parks & Recreation 431.03








DIRECT WITHDRAWAL CAYAN

HOLDINGS LPAYMENT Merchant Fee - Thrift Shop 16.50






LLC PROC INV Merchant Fee - Thrift Shop 5.60


DIRECT WITHDRAWAL MERCURY

PAYMENT ACHGIFTFEE Merchant Fee - Thrift Shop 29.99


MERCHANT SERVICEMERCH

FEES930553411164783 Merchant Fee - Thrift Shop 3,330.46



8788430115315 Merchant Fee - Thrift Shop 118.34


DIRECT DEPOSIT BANKCARD

948908660000035 Merchant Fee - Utility Billing 5,538.62


DIRECT WITHDRAWAL INVOICE

CLOUD INVOICE CL Merchant Fee - Utility Billing 50.00


DIRECT WITHDRAWAL PAYA

MONTH END Merchant Fee - Utility Billing 10.00



REJECT FEE Merchant Fee - Utility Billing 15.00



TRX FEES Merchant Fee - Utility Billing 0.95













































































BOFA MERCH SVCS FEE

430134260026884 Merchant Fee - VOICE 6.45



GATEWAY BILLING Merchant Fee - VOICE 20.25


BOFA MERCH SVCS FEE

430134260026879 Merchant Fee - YFS LB 231.37




DIRECT WITHDRAWAL

NORTHWEST ADMINI INS PREM

November Employee Insurance

Premiums 178,914.61

Employee Portion (payroll

withholding) $20,753.34



DIRECT WITHDRAWAL ADP Tax

ADP Tax Payroll Taxes 185,102.58











DIRECT WITHDRAWAL

LABOR&INDUSTRIESL&I ELF Quarterly L&I Tax 124,298.62


5 3 BANKCARD SYSNET

SETLMT295483290884 Refunds Issued - Parks & Recreation 1,048.41


5 3 BANKCARD SYSNET

SETLMT295483290884 Refunds Issued - Parks & Recreation 75.00


5 3 BANKCARD SYSNET






5 3 BANKCARD SYSNET



DIRECT WITHDRAWAL DOL

FIREARMS LICENSING Remit Licensing Fee 528.00


DIRECT WITHDRAWAL WA DEPT

REVENUE TAX PYMT Remit November Excise Tax 70,121.99

Water Utility $31,185.13

Sewer Utility $13,741.19

Stormwater Utility $2,064.15

Thrift Shop $16,130.16

Parks & Recreation $1,770.66

Use Tax $5,230.70



RET SYS DRS EPAY

Retirement Contributions 10-11-

2019 146,343.00




11/25/2019 Outgoing Money Transfer First American Title Tully's property purchase escrow 150,000.00

3,655,382.20$






PAYROLL FEESADP - FEES ADP Payroll Services 2,695.98$





DIRECT WITHDRAWAL

NORTHWEST ADMINI INS PREM

December Employee Insurance

Premiums 183,069.11 Employee Portion (payroll





RET SYS DRS EPAY DRS late fee & interest 287.60









RET SYS DRS EPAY DRS late fee & interest 1,212.94


DIRECT WITHDRAWAL AFLAC

INSURANCE Employee Withholding - Payroll 1,192.97


DIRECT WITHDRAWAL AFLAC

INSURANCE Employee Withholding - Payroll 1,192.97


DIRECT WITHDRAWAL



DIRECT WITHDRAWAL



DIRECT WITHDRAWAL



DIRECT WITHDRAWAL



DIRECT WITHDRAWAL



DIRECT WITHDRAWAL



DIRECT WITHDRAWAL

WASHINGTON-DSHS WA53000000 Employee Withholding - Payroll 599.99


DIRECT WITHDRAWAL

WASHINGTON-DSHS WA53000000 Employee Withholding - Payroll 599.99








BOFA MERCH SVCS FEE




GATEWAY BILLING Merchant Fee - Boat Launch 30.00





BOFA MERCH SVCS FEE




GATEWAY BILLING Merchant Fee - Mybuildingpermit.com 25.00


MERCHANT SVCS MERCH FEE

000000000259217 Merchant Fee - Mybuildingpermit.com 1,272.66














DIRECT WITHDRAWAL CAYAN LLC

PROC INV Merchant Fee - Thrift Shop 6.00





DIRECT DEPOSIT BANKCARD



DIRECT WITHDRAWAL INVOICE

CLOUD INVOICE CL Merchant Fee - Utility Billing 50.00





































































































BOFA MERCH SVCS FEE




GATEWAY BILLING Merchant Fee - VOICE 20.25


BOFA MERCH SVCS FEE



DIRECT WITHDRAWAL ADP WAGE

PAY WAGE PAY Net Payroll 45.38






ADP Tax Payroll Taxes 12-06-2019 180,387.44









ADP Tax Payroll Taxes 12-20-2019 187,782.80








5 3 BANKCARD SYSNET



5 3 BANKCARD SYSNET



5 3 BANKCARD SYSNET




REVENUE TAX PYMT Remit November Excise Tax 82,425.80








RET SYS DRS EPAY Retirement Contributions 10-25-19 140,948.29




























12/26/2019 Outgoing Money Transfer First American Title Tully's property purchase escrow 1,851,273.89



RET SYS DRS EPAY Retirement Contributions - correction 558.45

4,957,989.40$



Date Type Amount


DIRECT WITHDRAWAL

LABOR&INDUSTRIESL&I ELF 4th Quarter 2019 L&I Tax 95,717.33








DIRECT WITHDRAWAL



DIRECT WITHDRAWAL



DIRECT WITHDRAWAL



DIRECT WITHDRAWAL



DIRECT WITHDRAWAL



DIRECT WITHDRAWAL



DIRECT WITHDRAWAL

WASHINGTON-DSHS



DIRECT WITHDRAWAL

WASHINGTON-DSHS









1/31/2020 Outgoing Money Transfer RHS Contributions Employer Contribution 43,325.00





1/17/2020 Outgoing Money Transfer VEBA Employer Contribution 269,560.90



DIRECT WITHDRAWAL

NORTHWEST ADMINI INS

PREM

January Employee Insurance

Premiums 178,852.64

Employee (payroll




BOFA MERCH SVCS FEE



DIRECT WITHDRAWAL

AUTHNET GATEWAY BILLING Merchant Fee - Boat Launch 30.00


BOFA MERCH SVCS FEE



DIRECT WITHDRAWAL

AUTHNET GATEWAY BILLING

Merchant Fee -

Mybuildingpermit.com 25.00


MERCHANT SVCS MERCH

FEE 000000000259217

Merchant Fee -

Mybuildingpermit.com 1,119.08















LLC PROC INV Merchant Fee - Thrift Shop 6.40





DIRECT DEPOSIT

BANKCARD



DIRECT DEPOSIT

BANKCARD

948908660000035 Merchant Fee - Utility Billing 387.38


DIRECT WITHDRAWAL

INVOICE CLOUD INVOICE CL Merchant Fee - Utility Billing 50.00








































































































BOFA MERCH SVCS FEE



DIRECT WITHDRAWAL

AUTHNET GATEWAY BILLING Merchant Fee - VOICE 18.25


BOFA MERCH SVCS FEE






Tax ADP Tax Payroll Taxes 1-3-2020 186,744.60






Tax ADP Tax Payroll Taxes 1-17-2020 214,784.12






Tax ADP Tax Payroll Taxes 194,493.10





DIRECT WITHDRAWAL

HASLER FEE FEE Postage Machine fee 50.00


5 3 BANKCARD SYSNET

SETLMT295483290884

Refunds processed - Parks &

Recreation 17.50


5 3 BANKCARD SYSNET

SETLMT295483290884


Recreation 62.00


5 3 BANKCARD SYSNET

SETLMT295483290884


Recreation 1,460.83





DIRECT WITHDRAWAL WA

DEPT REVENUE TAX PYMT Remit December Excise Tax 53,030.13








DEPT RET SYS DRS EPAY Remit Retirement 1-03-2020 139,529.61






DEPT RET SYS DRS EPAY Remit Retirement 1-17-2020 151,506.01




2,846,338.65$



Date Type Amount









2/19/2020 Preauthorized ACH Debit DIRECT WITHDRAWAL NAVIA BENEFIT SOFLEXIBLE B Employee Withholding - Payroll 5.00

2/19/2020 Preauthorized ACH Debit DIRECT WITHDRAWAL NAVIA BENEFIT SOFLEXIBLE B Employee Withholding - Payroll 1,700.00




DIRECT WITHDRAWAL UNUMGROUP955 INSURANCE Employee Withholding - Payroll 266.40








DIRECT WITHDRAWAL WASHINGTON-DSHS WA53000000 Employee Withholding - Payroll 599.99















DIRECT WITHDRAWAL NORTHWEST ADMINI INS PREM

February Employee Insurance Premiums 181,831.77

Employee (payroll withholding) $20,569.37


2/26/2020 Preauthorized ACH Debit DIRECT WITHDRAWAL WA DEPT REVENUE TAX PYMT January Exise Tax Remittance 76,042.24




2/3/2020 Preauthorized ACH Debit DIRECT WITHDRAWAL WA DEPT REVENUE TAX PYMT

Leasehold Excise Tax Payment 4th Quarter 2019 5,311.14






2/3/2020 Preauthorized ACH Debit MERCHANT SVCS MERCH FEE 000000000259217

Merchant Fee - Mybuildingpermit.com 1,353.78

2/5/2020 Preauthorized ACH Debit VANTIV_INTG_PYMTBILLNG 295483290884 Merchant Fee - Parks & Recreation 3,005.18




2/18/2020 Preauthorized ACH Debit DIRECT WITHDRAWAL CAYAN LLC PROC INV Merchant Fee - Thrift Shop 5.50






DIRECT DEPOSIT BANKCARD 948908660000035 Merchant Fee - Utility Billing 3,856.57




2/21/2020 Preauthorized ACH Debit DIRECT WITHDRAWAL PAYA REJECTS Merchant Fee - Utility Billing 312.72




































2/13/2020 Preauthorized ACH Debit DIRECT WITHDRAWAL ADP Tax ADP Tax Payroll Taxes 2-14-2020 205,165.35






2/18/2020 Preauthorized ACH Debit DIRECT WITHDRAWAL HASLER ADVANCE ADVANCE Postage Meter - purchase postage 200.00




2/12/2020 Preauthorized ACH Debit DIRECT WITHDRAWAL WA DEPT RET SYS DRS EPAY

Remit Retirement One-time correction 10,161.13







2/28/2020 Preauthorized ACH Debit DIRECT WITHDRAWAL STATE OF WA-ESD ESD ACH 6 WA Employment Security 1,105.44

2/4/2020 Preauthorized ACH Debit DIRECT WITHDRAWAL DOL FIREARMS LICENSING

WA State Dept of Licencing - passthrough 498.00

2/7/2020 Preauthorized ACH Debit DIRECT WITHDRAWAL DOL FIREARMS LICENSING

WA State Dept of Licencing - passthrough 54.00

2,304,264.67$



Date Type Amount











3/12/2020 Preauthorized ACH Debit DIRECT WITHDRAWAL NAVIA BENEFIT SOFLEXIBLE B Employee Withholding - Payroll 2,750.00























DIRECT WITHDRAWAL NORTHWEST ADMINI INS PREM

March Employee Insurance Premiums 178,998.18








3/2/2020 Preauthorized ACH Debit MERCHANT SVCS MERCH FEE 000000000259217

Merchant Fee - Mybuildingpermit.com 1,190.31

3/4/2020 Preauthorized ACH Debit VANTIV_INTG_PYMTBILLNG 295483290884

Merchant Fee - Parks & Recreation 3,287.84


Merchant Fee - Parks & Recreation 334.32


Merchant Fee - Parks & Recreation 31.90


3/19/2020 Preauthorized ACH Debit DIRECT WITHDRAWAL CAYAN LLC PROC INV Merchant Fee - Thrift Shop 6.00


3/2/2020 Preauthorized ACH Debit DIRECT DEPOSIT BANKCARD 948908660000035 Merchant Fee - Utility Billing 4,072.07










































3/11/2020 Outgoing Money Transfer ADP PAYROLL Net Payroll 3-13-2020 537,476.72

3/25/2020 Outgoing Money Transfer ADP PAYROLL Net Payroll 3-27-2020 519,501.07







3/9/2020 Preauthorized ACH Debit 5 3 BANKCARD SYSNET SETLMT295483290884 Refunds - Parks & Recreation 2,628.50

3/11/2020 Preauthorized ACH Debit 5 3 BANKCARD SYSNET SETLMT295483290884 Refunds - Parks & Recreation 56.00












3/26/2020 Preauthorized ACH Debit DIRECT WITHDRAWAL WA DEPT REVENUE TAX PYMT Remit Excise Tax 76,042.24










Total 2,151,871.80$




AB 5680 April 21, 2020 Regular Business


TITLE: AB 5680: 2018 Annual Financial and Accountability Audit Exit Conference

☒ Discussion Only

☐ Action Needed: RECOMMENDED ACTION:

Receive Report ☐ Motion

☐ Ordinance

☐ Resolution

DEPARTMENT: Finance



EXHIBITS:

1. 2018 Audit Engagement Letter 2. 2018 Amendment to Audit Engagement Letter 3. Exit Conference (Agenda) 4. Accountability Audit Report 5. Financial Statements Audit Report 6. Summary of Uncorrected Items 7. Exit Recommendations

CITY COUNCIL PRIORITY: 2. Articulate, confirm, and communicate a vision for effective and efficient city

services. Stabilize the organization, optimize resources, and develop a long-term plan for fiscal sustainability.




SUMMARY Representatives of the Washington State Auditor’s Office (“SAO”) will lead an Exit Conference to report on the results of the Financial and Accountability Audits for the year ending December 31, 2018. The purpose of the Exit Conference is for the audit team to report audit results to management prior to publication of the audited financial statements. After the Exit Conference the SAO will publish the audit reports, audited financial statements, notes to the financial statement, and required supplementary information on the SAO website. The City of Mercer Island is audited on an annual basis. The SAO preforms two types of audits each year, a Financial Audit and an Accountability Audit. Audit reports are published for both types of audits. Additional information regarding the scope and limitations of each audit type can be found in the audit representation letters included as exhibits to this agenda bill.

2

A financial audit provides an independent opinion on a local government’s financial statements and the results of its operations and cash flows. In other words, these audits determine whether the financial statements present a reliable, accurate picture of a government’s finances. An accountability audit evaluates whether a local government has adhered to applicable state laws, regulations, and its own policies and procedures. Auditors review records to ensure public funds are accounted for and controls are in place to protect public resources from misappropriation and misuse.

RECOMMENDATION Staff recommends the City Council receive and review the attached exhibits from Washington State Auditor’s Office.

October 30, 2019

City Council

City of Mercer Island

9611 SE 36th St.

Mercer Island, WA 98040

We are pleased to confirm the audits to be performed by the Office of the Washington State Auditor,

in accordance with the provisions of Chapter 43.09 RCW, for the City of Mercer Island. This letter

confirms the nature and limitations of the audits, as well as responsibilities of the parties and other

engagement terms.

Auditor Responsibilities Financial Statement Audit

The Office of the Washington State Auditor agrees to perform an audit of the basic financial statements

of the City of Mercer Island as of and for the fiscal year ended December 31, 2018, prepared in

accordance with accounting principles generally accepted in the United States of America (GAAP).

Our audit will be conducted with the objective of our expressing an opinion on these financial

statements.

We will perform our audit in accordance with auditing standards generally accepted in the United

States of America and the standards applicable to financial audits contained in Government Auditing

Standards, issued by the Comptroller General of the United States. Those standards require that we

plan and perform the audit to obtain reasonable, rather than absolute, assurance about whether the

financial statements are free from material misstatement. Since we do not review every transaction,

our audit cannot be relied upon to identify every potential misstatement. Because of the inherent

limitations of an audit, together with the inherent limitations of internal control, an unavoidable risk

exists that some material misstatements may not be detected, even though the audit is properly planned

and performed in accordance with the standards identified above.

An audit involves performing procedures to obtain audit evidence about the amounts and disclosures

in the financial statements. The procedures selected depend on the auditor’s judgment, including the

assessment of the risks of material misstatement of the financial statements, whether due to fraud or

error. In making those risk assessments, the auditor considers relevant internal controls in order to

design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing

an opinion on the effectiveness of the City’s internal control. Accordingly, we will express no such

opinion.

Office of the Washington State Auditor

Pat McCarthy

Insurance Building, P.O. Box 40021 Olympia, Washington 98504-0021 (360) 902-0370 [email protected]


Although our audit is not designed to provide an opinion on the effectiveness of internal control over

financial reporting, we are required to report any identified significant deficiencies and material

weaknesses in controls. We are also required to report instances of fraud and noncompliance with

provisions of laws, regulations, contracts, and grant agreements that could have a direct and material

effect on the accuracy of financial statements, or any instances of material abuse that come to our

attention. Abuse is defined by Government Auditing Standards as involving behavior that is deficient

or improper, or misuse of authority or position for personal financial interests. As the determination

of abuse is subjective, Government Auditing Standards do not require auditors to detect instances of

abuse.

An audit also includes evaluating the appropriateness of accounting policies used and the

reasonableness of significant accounting estimates made by management, as well as evaluating the

overall presentation of the financial statements.

All misstatements identified by the audit will be discussed with management. Material misstatements

corrected by management and all uncorrected misstatements will be communicated at the exit

conference, as required by professional auditing standards.

Our responsibility is to express in a written report an opinion on the financial statements based on the

results of our audit. We cannot guarantee an unmodified opinion. We may modify or disclaim an

opinion on the financial statements if we are unable to complete the audit or obtain sufficient and

appropriate audit evidence supporting the financial statements. If our opinion is other than

unmodified, we will fully discuss the reason with you prior to issuing our report. Further, in

accordance with professional standards, we may add emphasis-of-matter or other-matter paragraphs

to our report to describe information that, in our judgment, is relevant to understanding the financial

statements or our audit.

We will also issue a written report (that does not include an opinion) on issues identified during the

audit related to the City’s internal control over financial reporting and on compliance with the

provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could

have a material effect on the financial statements as required by Government Auditing Standards.

Accountability Audit

In accordance with RCW 43.09.260, we will perform an accountability audit for the fiscal year ended

December 31, 2018, of the City’s compliance with applicable state laws, regulations, policies and

procedures, and safeguarding of public resources in areas representing the highest risk of fraud, loss,

abuse, or noncompliance.

Areas will be selected for audit using a risk-based approach and will be identified in the audit entrance

conference.

Upon completion of our audit we will issue a written report describing the overall results and

conclusions for the areas we examined.

Data Security

Our Office is committed to appropriately safeguarding the information we obtain during the course of

the audit. We will:

Avoid, where feasible, including information considered confidential in work papers.


In cases where inclusion of personal information is unavoidable, we will follow our policy on

confidentiality, consistent with applicable federal and state requirements.

Maintain the confidentiality of personal information in accordance with the law.

Ensure that confidential information will be encrypted in transmission if we retransmit it to

any parties authorized to receive such information.

Warrant that collection, access, use, storage, disposal and disclosure of confidential

information will comply with all applicable federal, state and data protection laws, as well as

all other applicable regulations and directives.

Warrant that administrative, physical, and technical safeguards to protect confidential

information are in place that are no less rigorous than accepted industry practices, including

the current State of Washington Office of the Chief Information Officer (OCIO) IT Security

Standards (OCIO 141.10) relating to Securing Information Technology Assets Standards, and

that all such safeguards, including the manner in which confidential information is collected,

accessed, used, stored, processed, disposed of and disclosed, comply with applicable data

protection and privacy laws.

Responsibilities specific to this engagement

Additionally, the Office of the Washington State Auditor will:

• Provide the option to conduct weekly progress meetings to discuss audit plans for future weeks.

At those meetings, we will provide information on the departments we will work in and the

audit objectives we will be addressing.

• Provide the audit liaison with advance notification if we identify issues that require further

audit work and increase audit costs.

• Conduct a formal exit conference with the audit committee to discuss the results of the audit

on or before January 31, 2020.

• Safeguard financial records and documentation from loss, damage, and inadvertent release to

unauthorized persons.

• Provide written correspondence during the course of the audit through email to the audit

liaison, LaJuan Tuttle, Accounting Manager.

• Provide advance notice when a scheduled meeting is to be cancelled.

• Allow seven days to provide written response to any findings.

Reporting levels for audit issues

Issues identified through the auditing process will be communicated as follows. Failure to

appropriately address audit issues may result in escalated reporting levels.

• Findings formally address issues in an audit report. Findings report significant deficiencies

and material weaknesses in internal controls; misappropriation; and material abuse or non-

compliance with laws, regulations, contracts or grant agreements. You will be given the

opportunity to respond to a finding, and this response, or a synopsis of it, will be published in

the audit report. Professional auditing standards define the issues we must report as findings

with regard to non-compliance with a financial statement effect and internal controls over

financial reporting.

• Management letters communicate control deficiencies, non-compliance, abuse, or errors with

a less-than-material effect on audit objectives. Management letters are referenced, but not

included, in the audit report.

• Exit items address control deficiencies, non-compliance, abuse, or errors that have an

insignificant effect on audit objectives. These issues are informally communicated to

management and are not referenced in the audit report.


Client’s Responsibilities Management is responsible for the accuracy and completeness of information provided to the auditor

and will provide the Office of the Washington State Auditor with:

• Unrestricted access to people with whom the auditor wish to speak.

• All information that is requested or relevant to auditor requests.

• Notification when any documents, records, files, or data contain information that is covered by

confidentiality or privacy laws, such as HIPAA.

• Adequate work space and conditions, including interacting with auditors professionally and

respectfully and promptly communicating about any issues and concerns.

Moreover, our audit does not relieve management or the governing body of their responsibilities.

Management’s responsibilities, with oversight from the governing body, include:

• Selecting and applying appropriate administrative and accounting policies.

• Establishing and maintaining effective internal controls over financial reporting, compliance,

and safeguarding of public resources.

• Designing and following effective controls to prevent and detect fraud, theft, and loss.

• Promptly reporting to us knowledge of any fraud, allegations of fraud or suspected fraud

involving management, employees or others, in accordance with RCW 43.09.185.

• Ensuring compliance with laws, regulations and provisions of contracts and grant agreements.

• Preparation and fair presentation of these financial statements in accordance with accounting

principles generally accepted in the United States of America (GAAP).

Responsibilities at the conclusion of the audit

At the conclusion of our audit, the City will provide us with a letter to confirm in writing certain

express and implied representations made during the course of the audit. This letter includes

representations regarding legal matters. A separate letter may be needed from the City’s legal counsel.

Management and the governing body are also responsible for following up and taking corrective action

on all audit findings, including, when applicable, preparing a summary schedule of prior audit findings

and a corrective action plan on the City’s own letterhead.

Responsibilities specific to this engagement

Additionally, the City will:

• Provide our Office with documentation of the financial statement review and approval before

they were submitted for audit.

• Obtain a clear understanding of accounting standards applied in your financial statements and

fully understand any adjusting journal entries recommended by the Office of the Washington

State Auditor before approving the entries.

• Revise financial statement and schedules only if agreed to in writing by our Office.

• Provide auditors adequate work space with access to secure Internet, phone, and electrical

outlets.

• Provide a secure room with locking file cabinet and limited access to allow auditors to secure

documents with sensitive information.

• Interact with auditors professionally and respectfully and promptly communicate issues and

concerns.


Estimated Audit Costs and Timeline

We estimate the cost of the audit work to be $59,000, plus estimated charges for travel time of $4,900,

travel costs, and other expenses, if any. Invoices for these services will be prepared and presented

each month as our audit work progresses.

We anticipate our reports, which will be addressed to the City’s governing body and published on our

website www.sao.wa.gov to be available to you and the public as outlined below. These estimates are

based on timely access to financial information and no significant audit reporting issues. The

estimated cost and completion date may change if unforeseen issues arise or if significant audit issues

are identified necessitating additional audit work. We will promptly notify you if this is the case.

Report Date*

Independent Auditor’s Report on Financial Statements December 31,

2019

Independent Auditor’s Report on Internal Control over Financial Reporting

and on Compliance and Other Matters Based on an Audit of Financial

Statements Performed in Accordance with Government Auditing Standards

December 31,

2019

Independent Auditor’s Report on Accountability December 31,

2019

*Report Issuance Dates Are Estimates Only

The audit documentation for this engagement, which may contain confidential or sensitive

information, is the property of SAO and constitutes a public record under Chapter 42.56 RCW.

Subject to applicable laws and regulations, appropriate individuals, as well as audit documentation,

will be made available upon request and in a timely manner to appropriate auditors and reviewers,

City’s management and governing body, and federal agencies, for purposes of a public records request,

a quality review of the audit, to resolve audit findings, or to carry out oversight responsibilities.

The audit documentation for this engagement will be retained for a minimum of five years after the

report release (publish) date in accordance with the public records retention schedule established by

the Washington Secretary of State.

Expected Communications

During the course of the audit, we will communicate with the City’s selected audit liaison, LaJuan

Tuttle, Interim Finance Director, on the audit status, any significant changes in our planned audit scope

or schedule and preliminary results or recommendations as they are developed. The audit liaison is

responsible for regularly updating the City’s management and the governing body on these matters.

We may also provide direct communication of these matters to management and the governing body

as needed or at the City’s request.

Please contact us if, during the audit, any events or concerns come to your attention of which we

should be aware. We will expect the audit liaison to keep us informed of any such matters.

Audit Dispute Process

Please contact the Audit Manager or Assistant Director to discuss any unresolved disagreements or

concerns you have during the performance of our audit. At the conclusion of the audit, we will

summarize the results at the exit conference. We will also discuss any significant difficulties or

disagreements encountered during the audit and their resolution.


By signing and returning this letter you acknowledge that the foregoing is in accordance with your

understanding. Please contact us with any questions.

We appreciate the opportunity to be of service to you and look forward to working with you and your

staff.

Sincerely,

Wendy Choy, Audit Manager 10/31/19


City Response:

This letter correctly sets forth our understanding.

Debbie Bertlin, Mayor Date LaJuan Tuttle, Interim Finance Director Date




Exit Conference: City of Mercer IslandThe Office of the Washington State Auditor’s vision is increased trust in government. Our mission is to provide citizens with independence and transparent examinations of how state and local governments use public funds, and develop strategies that make government more efficient and effective.

The purpose of this meeting is to share the results of your audit and our draft reporting. We value and appreciate your participation.

Audit Reports

We will publish the following reports:

• Accountability audit for January 1, 2018 through December 31, 2018 - see draft report.• Financial statement audit for January 1, 2018 through December 31, 2018 - see draft report.

Audit Highlights

• We would like to thank LaJuan Tuttle, Interim Finance Director, and City staff for their cooperation andtimely responses to our requests throughout the audit

• We thank the City for their friendly and professional interactions with us during the audit.• We thank the City for its commitment to strengthen the relationship with the Office of the Washington

State Auditor.

Recommendations not included in the Audit Reports

Exit Items

We have provided exit recommendations for management’s consideration. Exit items address control deficiencies or non-compliance with laws or regulation that have an insignificant or immaterial effect on the entity, or errors with an immaterial effect on the financial statements. Exit items are not referenced in the audit report.

Communications required by audit standards

In relation to our financial statement audit report, we would like to bring to your attention:

• Uncorrected misstatements in the audited financial statements are summarized on the attached schedule.We agree with management’s representation that these misstatements are immaterial to the fairpresentation of the financial statements.

• There were no material misstatements in the financial statements corrected by management during theaudit.


Finalizing Your Audit

Report Publication

Audit reports are published on our website and distributed via e-mail in an electronic .pdf file. We also offer a subscription service that allows you to be notified by email when audit reports are released or posted to our website. You can sign up for this convenient service at: https://portal.sao.wa.gov/SAOPortal/

Management Representation Letter

We have included a copy of representations requested of received from management.

Audit Cost

During the engagement, we estimated the cost of the audit to be $73,514. Actual audit costs will be approximately $74,514, as additional hours were required to address additional work necessary related to the City’s internal controls over payroll. The additional work was at the request of the City.

Your Next Scheduled Audit

Your next audit is scheduled to be conducted in 2020 and will cover the following general areas:

• Accountability for Public Resources • Financial Statement

The estimated cost for the next audit based on the new billing rates effective January 1, 2020 is $72,500 plus travel expenses. This preliminary estimate is provided as a budgeting tool and not a guarantee of final cost.

If expenditures of federal awards are $750,000 or more in any fiscal year, notify our Office so we can schedule your audit to meet federal single audit requirements. Federal awards can include grants, loans, and non-cash assistance such as equipment and supplies.

Working Together to Improve Government

Audit Survey

When your report is released you will receive an audit survey from us. We value your opinions on our audit services and hope you provide feedback.

Local Government Support Team

This team provides support services to local governments through technical assistance, comparative statistics, training, and tools to help prevent and detect a loss of public funds. Our website and client portal offers many resources, including a client Help Desk that answers auditing and accounting questions. Additionally this team assists with the online filing of your financial statements.

The Center for Government Innovation

The Center for Government Innovation of the Office of the Washington State Auditor is designed to offer services specifically to help you help the residents you serve at no additional cost to your government. What does this mean? We provide expert advice in areas like Lean, peer-to-peer networking and culture-building to help local governments find ways to be more efficient, effective and transparent. The Center can help you by providing assistance in financial management, cybersecurity and more. Check out our best practices and other resources


that help local governments act on accounting standard changes, comply with regulations, and respond to recommendations in your audit. The Center understands that time is your most precious commodity as a public servant, and we are here to help you do more with the limited hours you have. If you are interested in learning how we can help you maximize your effect in government, call us at 360-725-5621 or email us at [email protected].

Questions?

Please contact us with any questions about information in this document or related audit reports.

Kelly Collins, CPA, Director of Local Audit, (360) 902-0091, [email protected]

Mark Rapozo, CPA, Assistant Director of Local Audit, (360) 902-0471 [email protected]

Wendy Choy, Program Manager, (425) 502-7067 Ext. 102, [email protected]

Haji Adams, Assistant Audit Manager, (425) 502-7067 Ext. 105, [email protected]

Jessie Fleming, CFE & MBA, Audit Lead, (425) 502-7067, [email protected]


Accountability Audit Report


For the period January 1, 2018 through December 31, 2018

Published (Inserted by OS)

Report No. 1026125




Pat McCarthy

Issue Date – (Inserted by OS)

Council


Mercer Island, Washington

Report on Accountability

Thank you for the opportunity to work with you to promote accountability, integrity and openness

in government. The Office of the Washington State Auditor takes seriously our role of providing

state and local governments with assurance and accountability as the independent auditor of public

accounts. In this way, we strive to help government work better, cost less, deliver higher value and

earn greater public trust.

Independent audits provide essential accountability and transparency for City operations. This

information is valuable to management, the governing body and public stakeholders when

assessing the government’s stewardship of public resources.

Attached is our independent audit report on the City’s compliance with applicable requirements

and safeguarding of public resources for the areas we examined. We appreciate the opportunity to

work with your staff and we value your cooperation during the audit.

Sincerely,

Pat McCarthy

State Auditor

Olympia, WA


Office of the Washington State Auditor Page 3

TABLE OF CONTENTS

Audit Results ................................................................................................................................... 4

Schedule of Audit Findings and Responses .................................................................................... 5

Related Reports ............................................................................................................................. 10

Information about the City ............................................................................................................ 11

About the State Auditor's Office ................................................................................................... 12



AUDIT RESULTS

Results in brief

This report describes the overall results and conclusions for the areas we examined. In most of the

areas we examined, City operations complied, in all material respects, with applicable state laws,

regulations, and its own policies, and provided adequate controls over safeguarding of public

resources.

As referenced above, we identified areas in which the City could make improvements. These

recommendations are included with our report as a finding.

In keeping with general auditing practices, we do not examine every transaction, activity, policy,

internal control, or area. As a result, no information is provided on the areas that were not

examined.

About the audit

This report contains the results of our independent accountability audit of the City of Mercer Island

from January 1, 2018 through December 31, 2018.

Management is responsible for ensuring compliance and adequate safeguarding of public resources

from fraud, loss or abuse. This includes the design, implementation and maintenance of internal

controls relevant to these objectives.

This audit was conducted under the authority of RCW 43.09.260, which requires the Office of the

State Auditor to examine the financial affairs of all local governments. Our audit involved

obtaining evidence about the City’s uses of public resources, compliance with state laws and

regulations and its own policies and procedures, and internal controls over such matters. The

procedures performed were based on our assessment of risks in the areas we examined.

Based on our risk assessment for the year ended December 31, 2018, the areas examined were

those representing the highest risk of fraud, loss, abuse, or noncompliance. We examined the

following areas during this audit period:

EFT controls – review of vendor and payroll electronic funds transfer (EFT) payments

Fire department – review of overtime payments

Payroll disbursements – review of timesheets, leave balance accruals, and leave

cash-outs



SCHEDULE OF AUDIT FINDINGS AND RESPONSES

2018-001 The City’s internal controls over payroll disbursements were not

adequate to safeguard public resources, resulting in errors and

overpayments.

Background

The City of Mercer Island employs about 180 employees and provides a full range

of services to the public, including general government, public safety, municipal

court, street and trails maintenance, parks and recreation activities, public

improvements, planning and zoning, and youth and family services. In fiscal year

2018, the City reported $29.5 million in payroll and benefit payments.

It is the City’s responsibility to establish internal control processes that ensure

payroll disbursements are allowable under State law and City policies.

Description of Condition

The City’s payroll internal controls and policies were not adequate to ensure public

resources were safeguarded. Our audit identified the following internal control

deficiencies:

The City had multiple policies related to leave balance accruals and

cash-outs. Different policies outlined different guidelines, resulting in

guidance not being uniform across policies. In addition, there were

instances where practices were not supported by a policy or when the

guidance documented in policy was not being followed.

The City did not have adequate policies or procedures for the Director’s

Compensation Program, including stipends. The City provides a stipend to

director-level employees that is paid as a lump sum at the beginning of the

year. The City had several Directors leave the City in 2019 and did not

require the employees to pay back a pro-rated amount for the stipend

received.

The City did not perform adequate reviews over timesheets, leave balance

reconciliations, vacation leave cash-outs, and payroll and benefit

calculations for reporting and payments to the state Department of Labor

and Industries.

The City did not require employees to submit a leave slip or other

documentation for approval to support leave taken.



The City issued a large number of manual checks for payroll that is outside of the

normal payroll run (off-cycle payroll checks). This practice should be minimized

because it does not follow the same monitoring or controls established through the

normal check run process.

Cause of Condition

The City did not have adequate oversight and monitoring over payroll functions,

including adequate reviews of employee timesheets, leave cash-outs, and leave

balance tracking. Further, the City did not have consistent policies and procedures

related to vacation leave cash-outs and leave accruals.

Effect of Condition

The lack of control and oversight of the City’s payroll functions increases the risk

that misappropriation or misuse of City resources could occur and not be detected

in a timely manner, if at all. Our audit specifically identified the following:

Timesheets, leave accruals, and leave-balance tracking

We examined timesheets, leave summary reports, and payroll summary reports for

15 of the City’s director-level employees during 2018 and 2019. We identified the

following:

Timesheets were not adequately reviewed and approved. Also, timesheets

were not consistently completed and turned in.

Vacation and sick leave reported on employee timesheets did not

consistently match payroll summary reports or leave summary reports, and

leave used was not consistently deducted from employee leave balance

accounts. We noted instances when employees either used leave or received

a cash-out but the hours were not deducted from the employee’s leave

balances. In some instances, we noted employee’s leave balances were

overstated by one-and-a-half to two weeks. In total, we noted 240 hours of

sick and vacation leave that was not deducted from employee leave

balances, and the City overpaid $24,746 for leave cash-outs.

Eight employees were allowed to accrue vacation hours over the maximum

240-hour vacation accrual limit outlined in City policies.

Two employees were allowed to accrue sick leave hours over the maximum

720-hour sick leave accrual limit outlined in City policies.

Disbursements for vacation leave cash-outs



We also examined documentation for vacation leave cash-outs for 15 of the City’s

director-level employees during 2018 and 2019. We noted the following:

Eleven instances when leave cash-out request forms did not contain proper

approvals

Two instances when employees cashed out more leave than allowed by City

policy, totaling $10,262

Two instances when employees were cashed out for incorrect leave

amounts, resulting in a total overpayment of $14,484

Manual checks and reporting to the Department of Labor and Industries

For fiscal years 2018 and 2019, we noted 921 manual checks totaling

$1,313,542 for payroll that were issued outside of the City’s normal payroll

cycle.

Overpayments totaling $221,402 were made to the Department of Labor

and Industries between 2015 and 2018 due to manual errors and adjustments

for non-working hours for the Police and Fire Departments. The City was

able to recover the full amount of overpayment from the Department of

Labor and Industries.

Recommendations

We recommend the City:

Establish and review policies to ensure payroll practices documented across

various policies covering are uniform

Ensure all staff receive proper training over the payroll process

Establish and follow policies and guidelines for the Director’s

Compensation Program

Implement practices and procedures to ensure payroll and benefit

calculations are performed and reviewed adequately. This includes review

of employee timesheets, leave balances, and changes to rates in the payroll

system.

As a best practice, ensure employee leave reported on timesheets are

adequately supported by a leave slip or other adequate documentation

Follow established policies and procedures related to leave cash-outs and

leave accruals to ensure adequate safeguarding of resources

Consistently reconcile leave balances for all employees to ensure leave

balances are accurate and complete



Minimize the number of off-cycle payroll runs that occur during the month,

and establish controls to ensure these payments are properly reviewed and

approved.

City’s Response

The City would like to thank the State Auditor’s Office for their response to City

Management’s request to expand the 2018 Accountability Audit to include internal

controls over payroll disbursements. The City will follow the Auditor’s

recommendations to strengthen its internal controls over payroll disbursements to

avoid errors and overpayments. The City’s payroll function is heavily dependent

on manual processes and the use of spreadsheets for time keeping, leave accruals,

and benefits administration. Use of predominately manual processes across

departmental time keeping functions has led to errors and inconsistencies in leave

accruals. Furthermore, the lack of clear and consistent policies has added to the

potential for errors.

The City is committed to improving internal controls over timekeeping, leave

accruals, and payroll disbursements. The following steps are being taken in

response to the audit recommendations:

The Human Resources Department is moving forward with implementation

of a new software solution that will modernize and automate many of the

processes within the Human Resources and Payroll functions including

leave accruals, benefits administration, and timekeeping. This project will

increase accuracy and efficiency of the payroll function by automating

many of the manual processes currently in use.

The Human Resources Department is reviewing, updating, and creating

policies related to payroll and paid time off administration and will

prioritize uniformity of related policies. This ongoing work includes policies

related to leave accrual limits, leave cash-outs and director-specific

benefits. Up-to-date policies will be kept and saved in a single document

The Human Resources and Payroll functions have implemented additional

review steps to ensure leave accruals are reconciled against timesheets on

a regular basis.

Timesheets and leave cash-out requests are being properly authorized by

supervisors. Director timesheets and cash-out requests are being

authorized by the City Manager. The City Manager’s timesheet is being

authorized by the Mayor.

Manual off-cycle payroll checks will be restricted to emergent situations

only.



Auditor’s Remarks

We appreciate the City’s commitment to resolve this issue and thank the City for

its cooperation and assistance during the audit. We will review the corrective action

taken during our next regular audit.

Applicable Laws and Regulations

BARS manual 3.1.3 – Internal Control

RCW 43.09.200 – Local government accounting – Uniform system of accounting



RELATED REPORTS

Financial

Our opinion on the City’s financial statements is provided in a separate report, which includes the

City’s financial statements. That report is available on our website,

http://portal.sao.wa.gov/ReportSearch.



INFORMATION ABOUT THE CITY

The City of Mercer Island was incorporated in 1960. The City operates under the council-manager

form of government, and has seven council members. The Council elects one of its members to

serve a two-year term as Mayor. The Council appoints a City Manager to oversee the City's daily

operations as well as its 178 employees.

The City serves approximately 24,000 residents. The City provides a full range of services to the

public including general government, public safety, municipal court, street and trails maintenance,

utilities maintenance, parks and recreation activities, public improvements, planning and zoning,

and youth and family services.

The City is funded by a variety of revenue sources, including property taxes, sales taxes, utility

taxes, business taxes, charges for services, and grants. In fiscal year 2018, the City's general fund

operating budget was approximately $28 million.

Contact information related to this report

Address: City of Mercer Island

9611 S.E. 36th Street

Mercer Island, WA 98040

Contact: LaJuan Tuttle, Interim Finance Director

Telephone: (206) 275-7785

Website: www.mercergov.org

Information current as of report publish date.

Audit history

You can find current and past audit reports for the City of Mercer Island at

http://portal.sao.wa.gov/ReportSearch.



ABOUT THE STATE AUDITOR’S OFFICE

The State Auditor’s Office is established in the state’s Constitution and is part of the executive

branch of state government. The State Auditor is elected by the citizens of Washington and serves

four-year terms.

We work with our audit clients and citizens to achieve our vision of government that works for

citizens, by helping governments work better, cost less, deliver higher value, and earn greater

public trust.

In fulfilling our mission to hold state and local governments accountable for the use of public

resources, we also hold ourselves accountable by continually improving our audit quality and

operational efficiency and developing highly engaged and committed employees.

As an elected agency, the State Auditor’s Office has the independence necessary to objectively

perform audits and investigations. Our audits are designed to comply with professional standards

as well as to satisfy the requirements of federal, state, and local laws.

Our audits look at financial information and compliance with state, federal and local laws on the

part of all local governments, including schools, and all state agencies, including institutions of

higher education. In addition, we conduct performance audits of state agencies and local

governments as well as fraud, state whistleblower and citizen hotline investigations.

The results of our work are widely distributed through a variety of reports, which are available on

our website and through our free, electronic subscription service.

We take our role as partners in accountability seriously, and provide training and technical

assistance to governments, and have an extensive quality assurance program.

Contact information for the State Auditor’s Office

Public Records requests [email protected]

Main telephone (564) 999-0950

Toll-free Citizen Hotline (866) 902-3900

Website www.sao.wa.gov


Financial Statements Audit Report


For the period January 1, 2018 through December 31, 2018

Published (Inserted by OS)

Report No. 1026100




Pat McCarthy

Issue Date – (Inserted by OS)

Council



Report on Financial Statements

Please find attached our report on the City of Mercer Island’s financial statements.

We are issuing this report in order to provide information on the City’s financial condition.

Sincerely,

Pat McCarthy

State Auditor

Olympia, WA



TABLE OF CONTENTS

Independent Auditor's Report on Internal Control Over Financial Reporting and on Compliance

and Other Matters Based on an Audit of Financial Statements Performed in Accordance with

Government Auditing Standards..................................................................................................... 4

Independent Auditor's Report on Financial Statements .................................................................. 7

Financial Section ........................................................................................................................... 10

About the State Auditor's Office ................................................................................................... 11



INDEPENDENT AUDITOR’S REPORT ON INTERNAL CONTROL

OVER FINANCIAL REPORTING AND ON COMPLIANCE AND

OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL

STATEMENTS PERFORMED IN ACCORDANCE WITH

GOVERNMENT AUDITING STANDARDS


January 1, 2018 through December 31, 2018

Council



We have audited, in accordance with auditing standards generally accepted in the United States of

America and the standards applicable to financial audits contained in Government Auditing

Standards, issued by the Comptroller General of the United States, the financial statements of the

governmental activities, the business-type activities, each major fund and the aggregate remaining

fund information of the City of Mercer Island, as of and for the year ended December 31, 2018,

and the related notes to the financial statements, which collectively comprise the City’s basic

financial statements, and have issued our report thereon dated April 21, 2020. As discussed in

Note 17 to the financial statements, during the year ended December 31, 2018, the City

implemented Governmental Accounting Standards Board Statement No. 75, Accounting and

Financial Reporting for Postemployment Benefits Other Than Pensions.

As discussed in Note 21 to the financial statements, in February 2020, a state of emergency was

declared that could have a negative financial effect on the City. Management’s plans in response

to this matter are also described in Note 21.

INTERNAL CONTROL OVER FINANCIAL REPORTING

In planning and performing our audit of the financial statements, we considered the City’s internal

control over financial reporting (internal control) to determine the audit procedures that are

appropriate in the circumstances for the purpose of expressing our opinions on the financial

statements, but not for the purpose of expressing an opinion on the effectiveness of the City’s

internal control. Accordingly, we do not express an opinion on the effectiveness of the City’s

internal control.



A deficiency in internal control exists when the design or operation of a control does not allow

management or employees, in the normal course of performing their assigned functions, to prevent,

or detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a

combination of deficiencies, in internal control such that there is a reasonable possibility that a

material misstatement of the City’s financial statements will not be prevented, or detected and

corrected on a timely basis. A significant deficiency is a deficiency, or a combination of

deficiencies, in internal control that is less severe than a material weakness, yet important enough

to merit attention by those charged with governance.

Our consideration of internal control was for the limited purpose described in the first paragraph

of this section and was not designed to identify all deficiencies in internal control that might be

material weaknesses or significant deficiencies. Given these limitations, during our audit we did

not identify any deficiencies in internal control that we consider to be material weaknesses.

However, material weaknesses may exist that have not been identified.

COMPLIANCE AND OTHER MATTERS

As part of obtaining reasonable assurance about whether the City’s financial statements are free

from material misstatement, we performed tests of the City’s compliance with certain provisions

of laws, regulations, contracts and grant agreements, noncompliance with which could have a

direct and material effect on the determination of financial statement amounts. However, providing

an opinion on compliance with those provisions was not an objective of our audit, and accordingly,

we do not express such an opinion.

The results of our tests disclosed no instances of noncompliance or other matters that are required

to be reported under Government Auditing Standards.

PURPOSE OF THIS REPORT

The purpose of this report is solely to describe the scope of our testing of internal control and

compliance and the results of that testing, and not to provide an opinion on the effectiveness of the

City’s internal control or on compliance. This report is an integral part of an audit performed in

accordance with Government Auditing Standards in considering the City’s internal control and

compliance. Accordingly, this communication is not suitable for any other purpose. However, this



report is a matter of public record and its distribution is not limited. It also serves to disseminate

information to the public as a reporting tool to help citizens assess government operations.

Pat McCarthy

State Auditor

Olympia, WA

April 21, 2020



INDEPENDENT AUDITOR’S REPORT ON

FINANCIAL STATEMENTS



Council



REPORT ON THE FINANCIAL STATEMENTS

We have audited the accompanying financial statements of the governmental activities, the

business-type activities, each major fund and the aggregate remaining fund information of the City

of Mercer Island, as of and for the year ended December 31, 2018, and the related notes to the

financial statements, which collectively comprise the City’s basic financial statements as listed on

page 10.

Management’s Responsibility for the Financial Statements

Management is responsible for the preparation and fair presentation of these financial statements

in accordance with accounting principles generally accepted in the United States of America; this

includes the design, implementation, and maintenance of internal control relevant to the

preparation and fair presentation of financial statements that are free from material misstatement,

whether due to fraud or error.

Auditor’s Responsibility

Our responsibility is to express opinions on these financial statements based on our audit. We

conducted our audit in accordance with auditing standards generally accepted in the United States

of America and the standards applicable to financial audits contained in Government Auditing

Standards, issued by the Comptroller General of the United States. Those standards require that

we plan and perform the audit to obtain reasonable assurance about whether the financial

statements are free from material misstatement.

An audit involves performing procedures to obtain audit evidence about the amounts and

disclosures in the financial statements. The procedures selected depend on the auditor’s judgment,



including the assessment of the risks of material misstatement of the financial statements, whether

due to fraud or error. In making those risk assessments, the auditor considers internal control

relevant to the City’s preparation and fair presentation of the financial statements in order to design

audit procedures that are appropriate in the circumstances, but not for the purpose of expressing

an opinion on the effectiveness of the City’s internal control. Accordingly, we express no such

opinion. An audit also includes evaluating the appropriateness of accounting policies used and the

reasonableness of significant accounting estimates made by management, as well as evaluating the

overall presentation of the financial statements.

We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis

for our audit opinions.

Opinion

In our opinion, the financial statements referred to above present fairly, in all material respects,

the respective financial position of the governmental activities, the business-type activities, each

major fund and the aggregate remaining fund information of the City of Mercer Island, as of

December 31, 2018, and the respective changes in financial position and, where applicable, cash

flows thereof for the year then ended in accordance with accounting principles generally accepted

in the United States of America.

Matters of Emphasis

As discussed in Note 17 to the financial statements, in 2018, the City adopted new accounting

guidance, Governmental Accounting Standards Board Statement No. 75, Accounting and

Financial Reporting for Postemployment Benefits Other Than Pensions. Our opinion is not

modified with respect to this matter.

As discussed in Note 21 to the financial statements, in February 2020, a state of emergency was

declared that could have a negative effect on the City. Management’s plans in response to this

matter are also described in Note 21. Our opinion is not modified with respect to this matter.

Other Matters

Required Supplementary Information

Accounting principles generally accepted in the United States of America require that the

management’s discussion and analysis and required supplementary information listed on page 10

be presented to supplement the basic financial statements. Such information, although not a part

of the basic financial statements, is required by the Governmental Accounting Standards Board



who considers it to be an essential part of financial reporting for placing the basic financial

statements in an appropriate operational, economic or historical context. We have applied certain

limited procedures to the required supplementary information in accordance with auditing

standards generally accepted in the United States of America, which consisted of inquiries of

management about the methods of preparing the information and comparing the information for

consistency with management’s responses to our inquiries, the basic financial statements, and

other knowledge we obtained during our audit of the basic financial statements. We do not express

an opinion or provide any assurance on the information because the limited procedures do not

provide us with sufficient evidence to express an opinion or provide any assurance.

OTHER REPORTING REQUIRED BY GOVERNMENT AUDITING

STANDARDS

In accordance with Government Auditing Standards, we have also issued our report dated April 21,

2020 on our consideration of the City’s internal control over financial reporting and on our tests

of its compliance with certain provisions of laws, regulations, contracts and grant agreements and

other matters. The purpose of that report is to describe the scope of our testing of internal control

over financial reporting and compliance and the results of that testing, and not to provide an

opinion on internal control over financial reporting or on compliance. That report is an integral

part of an audit performed in accordance with Government Auditing Standards in considering the

City’s internal control over financial reporting and compliance.

Pat McCarthy

State Auditor

Olympia, WA

April 21, 2020



FINANCIAL SECTION



REQUIRED SUPPLEMENTARY INFORMATION

Management’s Discussion and Analysis – 2018

BASIC FINANCIAL STATEMENTS

Statement of Net Position – 2018

Statement of Activities – 2018

Balance Sheet – Governmental Funds – 2018

Statement of Revenues, Expenditures and Changes in Fund Balance – Governmental

Funds – 2018

Statement of Net Position – Proprietary Funds – 2018

Statement of Revenues, Expenses and Changes in Net Position – Proprietary Funds –

2018

Statement of Cash Flows – Proprietary Funds – 2018

Statement of Net Position – Fiduciary Funds – 2018

Statement of Changes in Net Position – Fiduciary Funds – 2018

Notes to the Financial Statements – 2018

REQUIRED SUPPLEMENTARY INFORMATION

Schedule of Revenues, Expenditures, and Changes in Fund Balances – Budget and Actual

– General Fund – 2018

Schedule of Revenues, Expenditures, and Changes in Fund Balance – Budget and Actual

– Street Fund – 2018

Schedule of Proportionate Share of the Net Pension Liability – PERS 1, PERS 2/3,

PSERS, LEOFF 1, LEOFF 2 – 2018

Schedule of Employer Contributions – PERS 1, PERS 2/3, PSERS, LEOFF 1, LEOFF 2

– 2018

GASB 67 Schedule of Changes in Net Pension Liability and Related Ratios – Firefighters

Pension Fund – 2018

GASB 67 Money-Weighted Rate of Return – Firefighters Pension Fund – 2018

GASB 75 Schedule of Changes in Total OPEB Liability and Related Ratios – LEOFF 1 –

2018

Notes to Required Supplementary Information – 2018



ABOUT THE STATE AUDITOR’S OFFICE

The State Auditor’s Office is established in the state’s Constitution and is part of the executive

branch of state government. The State Auditor is elected by the citizens of Washington and serves

four-year terms.

We work with our audit clients and citizens to achieve our vision of government that works for

citizens, by helping governments work better, cost less, deliver higher value, and earn greater

public trust.

In fulfilling our mission to hold state and local governments accountable for the use of public

resources, we also hold ourselves accountable by continually improving our audit quality and

operational efficiency and developing highly engaged and committed employees.

As an elected agency, the State Auditor’s Office has the independence necessary to objectively

perform audits and investigations. Our audits are designed to comply with professional standards

as well as to satisfy the requirements of federal, state, and local laws.

Our audits look at financial information and compliance with state, federal and local laws on the

part of all local governments, including schools, and all state agencies, including institutions of

higher education. In addition, we conduct performance audits of state agencies and local

governments as well as fraud, state whistleblower and citizen hotline investigations.

The results of our work are widely distributed through a variety of reports, which are available on

our website and through our free, electronic subscription service.

We take our role as partners in accountability seriously, and provide training and technical

assistance to governments, and have an extensive quality assurance program.

Contact information for the State Auditor’s Office

Public Records requests [email protected]

Main telephone (564) 999-0950

Toll-free Citizen Hotline (866) 902-3900

Website www.sao.wa.gov


Summary of Uncorrected Items

Description Statement / Schedule Opinion Unit

Cash & Investments is understated by $215,922. This amount represents the City's contribution to ARCH that is held in the ARCH trust fund account

Statement of Net Position Governmental Activities

General Fund payroll expenditures are understated by $93,821.16 due to the City not performing a year-end accrual for payroll

Statement of Revenues, Expenditures, and Change in Fund Balance

General Fund

Street Fund payroll expenditures are overstated by $4,552.23 due to the City not performing a year-end accrual for payroll


Street Fund

Capital Improvement Fund payroll expenditures are overstated by $8,234.66 due to the City not performing a year-end accrual for payroll


Capital Improvement Fund

Water Fund payroll expenditures are overstated by $7,373.55 due to the City not performing a year-end accrual for payroll

Proprietary Fund Statement of Revenues, Expenses, and Changes in Net Position

Water Fund

Storm Drain Fund payroll expenditures are understated by $13,483.69 due to the City not performing a year-end accrual for payroll


Storm Drain Fund

Aggregate Remaining Fund payroll expenditures are understated by $24,769.74 due to the City not performing a year-end accrual for payroll



ARF

Governmental Activities payroll expenditures are understated by $105,804.01 due to the City not performing a year-end accrual for payroll

Statement of Activities Governmental Activities

Capital assets net of depreciation: buildings, improvements, machinery & equipment understated by $43,053 (noted an asset's accumulated depreciation was overstated by $43,053 and therefore the asset's value reported value is lower than it should be, causing the understatement)

Statement of Net Position Governmental Activities

Washington State Auditor's Office Page 1 of 1AB 5680 | Exhibit 6 | Page 37

Exit Recommendations


Audit Period Ending: 12/31/2018

Page 1 of 4

We are providing the following exit recommendations for management’s consideration. They are

not referenced in the audit report. We may review the status of the following exit items in our next

audit.

Accountability:

Contingency Fund

For FY18 and FY17 the Contingency Fund is set at 10%. Further, RCW 35A.33.145 specifies

the total amount accumulated in such fund (the Contingency Fund) at any time shall not exceed

the equivalent of thirty-seven and one-half cents per thousand dollars of assessed valuation of

property within the city at such time. We reviewed the Contingency Fund Ending Fund Balance

for FY17 and FY18 to determine if the amount is within RCW limits and target amounts detailed

in City Policy.

We determined the FY17 Contingency Fund Ending Fund Balance is within allowable RCW

limits. However, the FY18 Contingency Fund Ending Fund Balance exceeds RCW limits by

$38,712.

We recommend the City monitor the Contingency Fund Ending Balance to ensure reserves to do

exceed allowable limits specified in RCW 35A.33.145.

Accountability:

Fire Department Overtime

We determined the Fire Department payroll processing policy is outdated and the following

processes documented in policy are no longer being practiced:

Watch Commander must initial overtime entries

Fire Chief is to review, approve and sign overtime slips.

Furthermore, during our testing of Fire Department overtime, we determined one 24-hour

overtime shift was not supported by a signed overtime sheet.

We recommend the Fire Department review and update written policies for controls over

overtime that are currently being followed, in order to minimize the risk of mis-use or

misappropriation.





Page 2 of 4

Accountability:

Controls over Electronic Funds Transfers

During our review of the City's internal controls over Electronic Funds Transfers (EFT), we

observed that:

Automatic notification of EFT's generally are sent to and or received by the primary

contact only.

The City does not have written policies over EFT's.

The Direct Deposit Authorization form along with employees' personal bank information

are emailed to Human Resources, putting sensitive information at risk.

The hard copies of Direct Deposit Authorization forms and associated bank information

are retained in the payroll department in binders and also located on a desktop. Employee

bank information retained in the binders is not secured.

We recommend:

EFT confirmations be received by an employee in addition to the primary contact to

ensure dual oversight.

The City establish written policies over EFT's.

Deposit Authorization forms emailed to Human resources not be e-mailed to payroll

since it sometimes contains voided checks.

Bank information retained in binders be secured to limit access.

Financial Statements:

Journal Entry Review

Based on our review of journal entries and confirmation of controls over the financial statement

preparation, we noted the City's journal entry coversheets does not contain a signature or name

of the preparer and reviewer.





Page 3 of 4

We recommend the preparer and reviewer of journal entries sign journal entry coversheets to

ensure accountability of duties and roles assigned to individuals.


Payroll Accrual

The City does not accrue payroll at year-end to ensure it is reported in the correct fiscal

period. We calculated the amount of payroll expenditures that were posted to FY2019 and

should have been accrued back to 12/31/2018 (2018 expenditures posted to 2019). We also

calculated the amount of payroll expenditures that were posted to FY2017 and should have been

accrued back to 12/31/2017 (2017 expenditures posted to 2018). Based on our calculation, we

determined FY2018 payroll is understated by $34,326. This amount was determined as follows:

Overstatement: 2017 Payroll posted to 2018

(2017 YE Accrual Amount)

$ 1,267,121

Understatement: 2018 Payroll posted to 2019

(2018 YE Accrual Amount)

$ (1,301,447)

Net effect on 2018 Payroll $ (34,326) Understated

We recommend the City establish policies and procedures to accrue payroll to the proper

reporting period.


Quarterly Financial Reports

We reviewed Council agenda packets and meeting minutes from January 2018 to November

2019 to determine if Council is receiving quarterly financial reports timely. RCW 35A.33.140

states cities are required to submit quarterly reports to the city's legislative body and chief

administrative officer at least quarterly. When report are provided late, there is a risk reports are

no longer relevant and accurate, which could impact decision making at the City. We noted

quarterly reports are not provided until at least a month after the end of the quarter, as detailed

below:

Quarterly reports were presented to council for review between 37 to 92 days after the

end of the quarter.





Page 4 of 4

We recommend the City continue to provide quarterly financial reports to City Council in a

timely manner as required by RCW 35A.33.140.




AB 5683 April 21, 2020 Regular Business


TITLE: AB 5683: Follow-up 2019 Year End Financial Report and COVID-19 Impacts

☒ Discussion Only

☐ Action Needed:

RECOMMENDED ACTION:

Staff recommends the City Council receive the agenda bill.

☐ Motion

☐ Ordinance

☐ Resolution

DEPARTMENT: Finance



EXHIBITS: 1. 2019 Department Budget and Actuals by Category.

CITY COUNCIL PRIORITY: 2. Articulate, confirm, and communicate a vision for effective and efficient city

services. Stabilize the organization, optimize resources, and develop a long-term plan for fiscal sustainability.




SUMMARY At the April 7, 2020 City Council Meeting, staff presented AB 5676 which included a financial review of the year ending December 31, 2019 and an introduction to the financial impacts of the COVID-19 response. The City Council raised detailed questions regarding summary financial data for the General Fund. The City Council also requested additional information on what decisions had been made to address the immediate financial impacts of the COVID-19 response. The following report reviews 2019 General Fund expenditures specific to salary and benefit one-time expenditures and provides an update on immediate actions taken to reduce 2020 expenditures in response to COVID-19 as of mid-April 2020. A follow-up presentation on the City’s COVID-19 financial impacts is planned for the City Council meeting on May 5, 2020. The presentation will include an update on revenue forecasts including Sales Tax, REET, permit revenues, impacts to shared revenues, and interest income. Staff will also provide updates on expenditure reductions and other critical cost-saving measures.

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2019 GENERAL FUND

Overall, $32.4 million in General Fund revenues met budget estimates at the end of the fourth quarter of 2019. Total General Fund expenditures of $31.3 million at year-end were also within budget estimates. The General Fund’s 2019 year-end fund balance is $6.9 million. Setting aside the $3.9 million portion tied to restricted uses, the remaining $3.0 million available fund balance is the result of an unappropriated budget surplus over the past three fiscal years. The Fourth Quarter Financial Status report for the General Fund included a table detailing General Fund expenditures by Department. Alternatively, the table below shows General Fund expenditures by budget category:

Comprising 52% of the 2019 General Fund budget as amended, Salaries and Wages is the largest expenditure category and ended the year just over budget at 100.6%. Given the level of staff turnover and the number of position vacancies in 2019, the expectation that salaries and wages would end the year under budget seemed reasonable. The fact that actual costs came in at 100 percent of budget despite position vacancies warrants further review. Salary costs and the impact of vacancies varied significantly by operating department, see table below. Note, the Salaries and Wages expenditure category includes gross pay, which entails overtime, vacation accrual cash-outs, pay for performance, market adjustments, and retroactive pay as appropriate.

Expenditure CategoryYear to Date

12/31/2018*

2019 Original

Budget

2019 Budget as

Amended

Year to Date

12/31/2019

% of

Budget

Salaries & Wages 16,286,401$ 16,835,870$ 16,752,875$ 16,851,429$ 100.6%

Benefits 5,962,469 6,139,917 6,136,304 6,041,314 98.5%

Supplies 782,036 813,339 877,229 722,404 82.4%

Contractual Services 2,002,286 2,571,384 2,543,909 1,818,962 71.5%

Communications 107,552 136,744 112,581 82.3%

Fleet & IT Internal Charges 1,474,107 1,674,887 1,543,496 1,543,493 100.0%

Insurance 623,968 803,959 803,959 794,201 98.8%

Utilities 846,209 1,067,442 929,947 745,525 80.2%

Other Services & Charges 415,968 474,615 472,115 447,077 94.7%

Intergovernmental Services 1,366,061 1,361,494 1,361,494 1,299,485 95.4%

Interfund Transfers 3,842,431 762,200 863,128 874,128 101.3%

Sub-Total Expenditures 33,709,489$ 32,505,106$ 32,421,200$ 31,250,599$ 96.4%

* The 2018 actuals include the Beautification Fund, which was combined with the General Fund in 2019.

GENERAL FUND: Expenditures by Category

As of December 31, 2019

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To demonstrate the diversity of position vacancies, a detailed narrative of the departments affected by staff turnover in 2019 follows. City Attorney’s Office

The City Attorney’s Office ended 2019 under budget by 12.1 percent, or $97,120. Of the total budget savings $69,806 was salary savings.

The former City Attorney separated from the City on May 7, 2019, cashing out the equivalent of three weeks of accrued vacation hours.

The Assistant City Attorney was assigned as Interim City Attorney, receiving the requisite pay increase.

The position of Assistant City Attorney was left vacant for the remaining six months of the year resulting in a net salary savings of $69,806.

City Manager’s Office

The City Manager’s Office ended 2019 over budget by 1.4 percent, or $15,362, due to the timing of election costs and the transition in the City Manager position.

The former City Manager separated from the City on June 7, 2019 cashing out the equivalent of six weeks of accrued vacation hours.

The Parks & Recreation Director was appointed as Interim City Manager.

Given the six weeks of accrued vacation cash-out, the City effectively paid the equivalent of two city manager salaries for six weeks.

Department 2019 Budget 2019 ActualBudget Impact

Under/(Over)% Budget

Budgeted Salary Reserve 83,735 - 83,735 N/A

City Attorneys Office 445,758 375,952 69,806 -15.7%

City Council 19,200 19,919 (719) 3.7%

City Managers Office 660,110 664,829 (4,719) 0.7%

Community, Planning & Development 2,232,290 2,218,565 13,725 -0.6%

Finance Department 582,111 556,791 25,320 -4.3%

Fire Department 4,467,759 4,811,615 (343,857) 7.7%

Human Resources 364,739 365,863 (1,124) 0.3%

Information & Geographic Servcies 84,179 91,323 (7,144) 8.5%

Municipal Court 300,126 289,852 10,274 -3.4%

Non-Departmental 63,486 18,266 45,220 -71.2%

Parks & Recreation 2,702,658 2,506,673 195,985 -7.3%

Police Department 4,194,623 4,334,008 (139,385) 3.3%

Public Works 552,101 597,773 (45,672) 8.3%

Total 16,752,875 $16,851,429 ($98,554)

GENERAL FUND

Salary & Wages by Department

Year Ending December 31, 2019

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Finance Department

The Finance Department ended 2019 under budget by 7.3 percent, or $70,895, in the General Fund. Of the total budget savings $25,320 was salary savings. A recap the staffing changes in the Finance Department and position reclassifications follows.

Utility Billing Supervisor position: o The former Utility Billing Supervisor went on leave effective February 1, 2019 with enough

accrued leave to be paid for twelve weeks. o The Utility Billing Supervisor then retired, separating from the City April 30, cashing out the

equivalent of six weeks of accrued benefits. o In February 2019, the position was reclassed down to a Lead with no supervisory authority

and changed from non-represented to represented under the AFSCME bargained agreement. o Though the impact on the General Fund was negligible, the impact of accrued leave and

retirement meant the City was in effect paying the equivalent of two FTEs (Utility Billing Supervisor and the new Utility Billing Lead) for 18 weeks.

The former Utility Customer Service Representative was promoted into the Utility Billing Lead position in February 2019.

A new Utility Administrative Assistant/Customer Service Representative was hired in March 2019. This administrative position is primarily paid by the three utility funds, with 10 percent of the salary paid by the General Fund.

o Any savings for the one-month vacancy was offset by the transition of the Utility Billing Lead.

The former Deputy Finance Director retired and separated from the City on June 28, 2019 cashing out the equivalent of six weeks of accrued vacation hours. The Accounting Manager was promoted to the position of Deputy Finance Director effective July 2019.

The former Finance Director/Assistant City Manager separated from the City on October 15, 2019 cashing out the equivalent of three weeks accrued vacation hours.

o The newly appointed Deputy Finance Director was then appointed Interim Finance Director in October 2019. Savings of $4,300 was recognized in the fourth quarter of 2019 as the Interim position did not receive the salary premium associated with the Assistant City Manager title.

The Accounting Manager position was reclassified down to a Financial Analyst position and remained vacant for three months. A Parks Maintenance staff member was appointed Interim Financial Analyst in October 2019. The total savings was $41,970.

The former Accounts Payable Clerk retired from the City on December 31, 2019. o With a confirmed retirement date, the Finance department recruited for and hired a new

Accounting Specialist to replace the Accounts Payable Clerk. o The Accounting Specialist was hired in December 2019, which resulted in a one month

overlap to support training and transition.

The overall General Fund salary savings in the Finance Department is the result of the three-month vacancy of the Accounting Manager position, the reclassification of the position to an analyst, and both the Utility Administrative Assistant and the Accounting Specialist starting at lower annual salaries than those they replaced. Fire Department

The Fire Department ended 2019 over budget by 3.7 percent, or $244,255, primarily due to salary costs. The Department’s 2019 salary costs, including overtime, exceeded budget by $343,857 for the year. Fire was able

5

to mitigate some of the impacts of this overage by restricting spending in other areas within the Department including supplies and contract services. With minimum staffing requirements, unanticipated vacancies have a significant impact on overtime costs. Total salary amounts also include the impacts of market adjustments as authorized by the settlement of the 2019 bargained agreement. Staffing vacancies covered by overtime include:

A firefighter retired and separated from the City on February 25, 2019 cashing out the equivalent of three weeks of accrued vacation hours. A prospective firefighter was hired but did not successfully complete the academy. A second prospective firefighter was hired and entered the Fire academy in August 2019. The Fire Chief estimates that the overtime impact for backfilling this vacancy was equivalent to 98 shifts, or 2,352 overtime hours.

Over the course of 2019, four firefighters were out on duty related disability for variable amounts of time. A total of 80 shifts required coverage equaling 1,920 overtime hours.

Three firefighters qualified for FMLA leave in 2019. A total of 58 shifts required coverage equaling 1,392 overtime hours.

One firefighter was on Military leave during 2019 for a total of 35 shifts, requiring 840 overtime hours.

The former Fire Marshal retired on April 30, 2019 cashing out the equivalent of six weeks of accrued vacation hours. The new Fire Marshall was hired on July 22, 2019. The Fire Marshal position is covered by the Fire collective bargaining agreement and a Battalion Chief covered the duties of the Fire Marshal in the period of vacancy. Any estimated savings for the three-month vacancy was offset by overtime coverage of the Fire Marshal duties.

Parks and Recreation Department

The Parks and Recreation Department ended 2019 under budget by 6.4 percent, or $370,075. Of the total budget savings, $195,985 was salary savings. There was a significant amount of staff movement within the Parks and Recreation Department during 2019, the highlights listed below. The Department continues to work through staffing scenarios to optimize the mix of full-time staff and Casual Labor to meet the operational needs of both the Recreation and Parks divisions. It is also noteworthy to mention that Parks and Recreation Department revenue exceeded budget expectations for 2019 by 8.5%, or $181,177. When considering both revenue surpluses and expenditure savings, the Parks and Recreation Department made a significant contribution to the General Fund surplus for 2019.

The Parks & Recreation Director was appointed Interim City Manager in June 2019.

The Mercer Island Community and Events Center (MICEC) Manager was appointed Interim Parks & Recreation Director in June 2019 with a requisite increase in salary.

The MICEC Operations and Program Supervisor was appointed Interim MICEC Manager in June 2019.

The MICEC Operations and Program Supervisor position was left vacant for remainder of 2019 with budget savings estimated at $47,700.

The former Parks Manager separated from the City in February 2019.

The Natural Resources Manager and Parks Operations Superintendent were appointed to interim roles as the Department worked through an organizational assessment.

The Parks Manager position remained vacant through the end of 2019 with budget savings estimated at $71,600.

6

The former MICEC Customer Service Supervisor separated from the City in July 2019 cashing out the equivalent of three weeks accrued vacation hours. This position was permanently combined with the Facilities Coordinator in August 2019 and is now titled Customers Service Supervisor. This combination of functions allowed the Department to leave the Facilities Coordinator position vacant through the remainder of 2019 with budget savings estimated at $34,100.

Police Department The Police Department ended 2019 under budget by 1.0 percent, or $73,349. Despite having an overall budget savings, total salaries and wages in the Department exceeded budget by 3.3 percent, or $139,385.

A Police Officer retired separating from the City on February 18, 2019 cashing out the equivalent of 10 weeks of accrued vacation and comp time. In addition, as a long-term employee of the Mercer Island Police Department, the officer was eligible for a longevity benefit of $22,700 per the Police collective bargaining agreement.

Two additional Police Officer vacancies throughout 2019 were filled with new officers. Due to minimum staffing requirements in the collective bargaining agreement, vacancies are covered with overtime hours. Total overtime for the Police Department exceeded budget by $74,005.

The Dollar Impact

Within each General Fund Department there were a considerable number of staff changes in 2019. Whether looking at the detail by department or the General Fund as a whole, it is difficult to quantify in summary form. The table below is another view of the budget impacts that contributed to the salary and wages actual costs at 100 percent of budget despite staffing vacancies.

7

The total General Fund impact, $526,891 over budget, is included in the salary and wages category total. The budget savings created by staff vacancies absorbed this overage. Compensated Absence Reserve

Of the total cash-outs noted in the table above, $155,736 would have qualified as an authorized use of the Compensated Absence Reserve held in the General Fund. The Governmental Accounting Standards Board (GASB) Statement 16 provides guidance for the measurement of accrued compensated absence liabilities by state and local governmental entities. This Statement requires the compensated absences liability be measured using the pay or salary rates in effect at the balance sheet date. The total compensated absences liability measured in accordance with GASB 16 at December 31, 2019 is $1.38 million. The valuation represents total vacation and comp time accrual balances for each General Fund employee multiplied by their pay rate in effect at year end. The General Fund reserve for compensated absences at December 31, 2019 is $1.05 million, or 76 percent of the total liability. . LEOFF Plan 1 Long Term Care Reserve

The LEOFF (Law Enforcement Officers & Fire Fighters) Plan 1 requires the City to pay all of the necessary costs for medical services incurred by retired members that are not paid by insurance obtained by either the City or Medicare. An important aspect of this medical benefit is the burden of payment. None of the cost is borne

2019 Budget 2019 ActualBudget Impact

(Over Budget)Hours

PAY FOR PERFORMANCE* &

MARKET ADJUSTMENTS**

Salary Reserve 497,873$ 572,411$ ($74,538)

VACATION CASHOUTS

Separation 93,570 (93,570) 1,476

Retirements 62,166 (62,166) 1,181

Per cashout policy 49,440 82,692 (33,252) 1,364

Sub-Total 49,440$ 238,428$ ($188,988) 4,021

OVERTIME:

Fire Overtime 711,278 884,523 (173,246) 13,600

Police Overtime 344,000 418,005 (74,005) 5,685

Other General Fund Overtime 12,415 28,530 (16,115) 539

Sub-Total 1,067,693$ 1,331,058$ ($263,365) 19,823

Total General Fund Impact 1,615,006$ 2,141,897$ ($526,891)

GENERAL FUND

One-Time Payment and Overtime Impacts

* Pay for Performance program eliminated for 2020 as part of defecit spending reductions adopted by Council. 2019 Budget

estimate of $414,138 across all department salary & wages budget.

** Market Adjustments in accordance with Long Term Compensation budget policy. Estimated at $83,735 for 2019, budgeted in

Non-Departmental.

8

by retirement funds. Moreover, the State is not liable for any cost of this benefit. These costs are the responsibility of the individual LEOFF Plan 1 employer. Mercer Island currently has 29 LEOFF Plan 1 retirees who qualify for this benefit. The most recent actuarial valuation estimates the full liability for medical and long-term care costs at $10.7 million. The City recently received a reimbursement request for long term care from one of the covered LEOFF Plan 1 retirees. Due to this retiree’s specific needs, there are only six care facilities in the State that can provide the required level of care. The estimated costs for three of the facilities in Western Washington range from $27,000 to $31,000 per month. The Disability Board is responsible for reviewing and approving medical care costs for LEOFF Plan I retirees. The City budgeted $153,600 in 2020 for LEOFF Plan 1 disability claims. The City also maintains a LEOFF 1 Long Term Care reserve in the General fund that had a balance of $1.64 million at the end of 2019. Use of the reserve fund may be necessary to address the claims anticipated in 2020. City Council action is required to appropriate the use of this reserve fund. The LEOFF 1 Reserve Fund balance will also need to be revisited as part of the 2021-22 budget development. Human Resources Department One-Time Costs

The Human Resources Department is actively working to improve internal controls over the processes relating to salary and benefits administration. The correction of past errors has resulted in un-anticipated one-time costs that are noted in the table below:

Expenditure Description 2019 2020

Department of Retirement Systems Corrections $14,780 $11,444

Department of Retirement Systems Late Fees & Interest $4,829

Salary and ICMA Contribution Correction $12,830

HR Consultant, 2020 Y-T-D $1,425

Outside Legal Counsel, 2020 Y-T-D $2,645

TOTALS $19,609 $28,344

Staff are closely tracking corrections made to salary and benefits administration and will report on additional impacts as the work progresses. 2020 COVID-19 RESPONSE

Initial Workforce Reduction

The City reduced its workforce in response to changing financial and operating conditions resulting from the COVID-19 pandemic. With the required suspension of all non-essential work to combat the COVID-19 pandemic and the immediate loss of revenue, positions were eliminated to mitigate the financial impact. In March and April, the City made the difficult decision to terminate the employment of 40 employees as follows:

Parks & Recreation (General Fund) o 3 Parks Maintenance seasonal employees o 5 Community Center casual labor o 10 Recreation Instructor casual labor

Youth and Family Services (YFS Fund) o 1 regular .65 FTE employee

9

o 10 Thrift Shop contract employees o 5 Thrift Shop casual labor o 6 Thrift Shop work study students

1 ROW/Stormwater seasonal employee (Stormwater Fund)

1 Utilities seasonal employee (Water Fund) With these terminations, the weekly savings for the General Fund will be $5,352, for a savings of $198,016 for the remainder of 2020, if the positions are not restored. For the YFS Fund, $13,455 will be saved weekly, for a savings of $497,834 for the remainder of 2020, if the positions are not restored. The City Manager is continuing to work through expenditure reductions to offset projected revenue shortfalls. Additional information on expenditure reductions will be shared at the May 5, 2020 City Council meeting. Next Steps

City staff is working to further quantify impacts to City revenues resulting from COVID-19. Staff will return to City Council on May 5, 2020 with an updated financial forecast coupled with near-term, middle-term, and long-term cost saving measures. At the May 19, 2020 City Council meeting, staff will preview core components of the 2021-2026 capital improvement program, including updated REET and Impact Fee revenue projections. Adoption of the six-year capital programs is anticipated in June 2020. The staff team is also resuming work on developing 2021-2022 budget recommendations. Under normal circumstances, a two-year budget relies on a reasonable level of revenue predictability. The current emergency pandemic has created unpredictability. Work is underway to understand financial impacts and implement counter measures in 2020. Many of these cost saving measures will carry into the 2021-2022 budget to ensure a balanced budget adoption at year-end.

RECOMMENDATION Staff recommends the City Council receive the agenda bill.

GENERAL FUNDDepartment Expenditures by Category

December 31, 2019

2019 Budget as Amended 2019 Actual Under/(Over)

510 Salaries & Wages 445,758 375,952 69,806520 Benefits 145,623 128,088 17,535530 Supplies 2,000 961 1,039540 Contractual Services 175,800 160,677 15,123542 Communications - - - 545 Equipment Rental 20,389 20,389 0 549 Other Services & Charges 9,500 16,546 (7,046)552 Court Costs 700 37 663560 Capital - - -

Total City Attorney 799,770 702,650 97,120 -12.1%


510 Salaries & Wages 19,200 19,919 (719)520 Benefits 1,565 4,177 (2,612)530 Supplies 14,200 8,527 5,673540 Contractual Services 14,000 9,270 4,730542 Communications - 80 (80)545 Equipment Rental 6,601 6,601 0 549 Other Services & Charges 3,765 2,637 1,129560 Capital - - -

Total City Council 59,331 51,210 8,121 -13.7%


510 Salaries & Wages 660,110 664,829 (4,719)520 Benefits 212,401 208,110 4,291530 Supplies 9,800 8,263 1,537540 Contractual Services 5,000 1,850 3,150542 Communications 6,840 1,414 5,426545 Equipment Rental 29,365 29,365 - 547 Utilities - - - 549 Other Services & Charges 184,100 209,147 (25,047)551 Intergovernmental - - - 560 Capital - - - 590 Other Expenditures - - -

Total City Managers 1,107,616 1,122,978 (15,362) 1.4%

Expenditure Category


City Attorney's Office


City Council

City Manager's Office



December 31, 2019


510 Salaries & Wages 2,232,290 2,218,565 13,725520 Benefits 830,411 796,555 33,856530 Supplies 28,514 19,959 8,555540 Contractual Services 137,480 160,575 (23,095)542 Communications 5,500 5,598 (98)545 Equipment Rental 118,925 118,925 0 547 Utilities - - - 549 Other Services & Charges 29,685 10,136 19,549560 Capital - - - Total Community Planning & Dev 3,382,805 3,330,313 52,492 -1.6%


510 Salaries & Wages 582,111 556,791 25,320520 Benefits 197,569 182,478 15,091530 Supplies 5,450 8,472 (3,022)540 Contractual Services 137,200 109,870 27,330542 Communications 2,700 1,174 1,526545 Equipment Rental 35,160 35,160 - 549 Other Services & Charges 10,800 3,316 7,484551 Intergovernmental - - - 560 Capital - 2,835 (2,835)

Total Finance Department 970,990 900,095 70,895 -7.3%


510 Salaries & Wages 4,467,759 4,811,615 (343,857)520 Benefits 1,345,153 1,340,578 4,575530 Supplies 194,464 162,465 31,999540 Contractual Services 106,200 71,128 35,072542 Communications 17,700 23,901 (6,201)545 Equipment Rental 219,971 219,971 (0) 546 Insurance - - - 549 Other Services & Charges 51,275 40,584 10,691551 Intergovernmental 245,309 221,844 23,465560 Capital - - -

Total Fire Department 6,647,831 6,892,086 (244,256) 3.7%


Finance Department

Fire Department



Community Planning & Development



December 31, 2019


510 Salaries & Wages 364,739 365,863 (1,124)520 Benefits 129,276 123,564 5,712530 Supplies 14,400 12,498 1,902540 Contractual Services 94,900 90,743 4,157542 Communications - 440 (440)545 Equipment Rental 20,306 20,306 0.08 549 Other Services & Charges 7,100 15,162 (8,062)

Total Human Resources 630,721 628,577 2,144 -0.3%


510 Salaries & Wages 84,179 91,323 (7,144)520 Benefits 31,606 31,853 (247)530 Supplies 500 300 200540 Contractual Services 11,450 8,250 3,200542 Communications - - - 545 Equipment Rental - - - 549 Other Services & Charges 2,250 1,005 1,245560 Capital - - -

Total IGS 129,985 132,730 (2,745) 2.1%


510 Salaries & Wages 300,126 289,852 10,274520 Benefits 124,418 109,956 14,462530 Supplies 2,500 296 2,204540 Contractual Services 22,000 11,644 10,356542 Communications - - - 545 Equipment Rental 19,795 19,795 0 549 Other Services & Charges 7,400 5,489 1,911551 Intergovernmental - - - 552 Court Costs - - - 560 Capital - - -

Total Municipal Court 476,239 437,031 39,208 -8.2%

Human Resources Department

Information & Geographic Services

Municipal Court






December 31, 2019


510 Salaries & Wages 147,221 18,266 128,955 520 Benefits 347,655 344,131 3,524 530 Supplies 32,125 31,744 381 540 Contractual Services 546,700 145,676 401,024 542 Communications 33,520 31,870 1,650 545 Equipment Rental 43,447 43,447 0 546 Insurance 775,759 774,249 1,510 547 Utilities - - - 548 Legal Litigation - - - 549 Other Services & Charges 1,500 1,774 (274)551 Intergovernmental 363,273 351,450 11,823 560 Capital - - - 570 Bond Redemption-Principal - - - 591 Interfund Transfers 823,128 834,128 (11,000)

Total Non-Departmental 3,114,328 2,576,735 537,593 -17.3%


510 Salaries & Wages 2,702,658 2,506,673 195,985 520 Benefits 1,005,608 1,056,357 (50,749)530 Supplies 277,640 269,393 8,247 540 Contractual Services 757,720 663,772 93,948 542 Communications 27,610 17,241 10,369 545 Equipment Rental 306,413 306,410 3 546 Insurance - - - 547 Utilities 570,947 471,269 99,678 549 Other Services & Charges 90,390 79,348 11,042 551 Intergovernmental 17,650 16,097 1,553 560 Capital - - - 591 Interfund Transfers 40,000 40,000 -

Total Parks & Recreation 5,796,636 5,426,561 370,075 -6.4%

Non-Departmental



Parks and Recreation Department



December 31, 2019


510 Salaries & Wages 4,194,623 4,334,008 (139,385)520 Benefits 1,532,846 1,447,942 84,904530 Supplies 197,361 113,182 84,179540 Contractual Services 70,400 78,512 (8,112)542 Communications 30,500 22,613 7,887545 Equipment Rental 545,984 545,984 0546 Insurance 28,200 19,952 8,248549 Other Services & Charges 57,700 50,064 7,636550 Jail Costs 90,850 73,396 17,454551 Intergovernmental 644,312 633,773 10,539560 Capital - - - 591 Interfund Transfers - - -

Total Police 7,392,776 7,319,427 73,349 -1.0%


510 Salaries & Wages 552,101 597,773 (45,672)520 Benefits 232,173 267,526 (35,353)530 Supplies 98,275 86,343 11,932540 Contractual Services 465,058 306,995 158,063542 Communications 12,375 8,250 4,125545 Equipment Rental 177,140 177,140 (0) 546 Insurance - - - 547 Utilities 359,000 274,256 84,744 549 Other Services & Charges 15,950 11,870 4,080 551 Intergovernmental 100 53 47 560 Capital - - - 580 Bond Redemption-Interest - - -

Total Public Works 1,912,172 1,730,207 181,966 -9.5%

Total General Fund 32,421,200 31,250,599 1,170,600 -3.6%



Police Department

Public Works Department


Financial Report

2019 GENERAL FUND FOLLOW-UPCITY COUNCIL | APRIL 21, 2020

Agenda 2018 Audit Follow-Up

2019 General Fund Salary & Wages

General Fund LEOFF 1 Long Term Care Reserve

General Fund Compensated Absence Reserve

Initial COVID-19 Emergency Response

Questions

2

2018 Audit

2018 Audit – Changes Implemented Time sheets are being properly authorized:

Supervisor signature required on all timesheets.

City Manager signing Director timesheets.

Mayor authorizing City Manager timesheet.

Leave cash-out requests are being properly authorized:

Supervisor signatures required.

Director level requests will be authorized by City Manager.

4

2018 Audit – Changes Implemented

Leave accrual balances internally audited to verify accuracy.

Reconciling leave accruals against timesheets regularly.

Effective June 1, 2020 manual payroll checks will be limited to

emergencies only.

5

2018 Audit – Changes in Progress

Human Resource Policy Improvements:

Policy for Director specific benefits

Leave cash-out policies and procedures

Implementation of NEOGOV for Human Resources & Payroll:

Automation of many manual processes

Increased accuracy in leave accruals

6

2018 Audit – Changes in Progress A detailed internal audit of payroll, back to January 2015, will be performed.

The correction of past errors has resulted in un-anticipated one-time costs noted

in the table below.

7

Description 2019 Actual 2020 Actual

Dept of Retirement Systems Corrections $14,780 $11,444

Dept of Retirement Systems Late Fees $4,829

Salary & Benefit Corrections $12,830

HR Consultant Support (year to date) $1,425

Outside Legal (year to date) $2,645

Total $19,609 $28,344

2019 General Fund

General Fund Expenditures

9

Expenditure CategoryYear to Date 12/31/2018*

2019 Original Budget

2019 Budget as Amended

Year to Date 12/31/2019

% of Budget

Salaries & Wages 16,286,401$ 16,835,870$ 16,752,875$ 16,851,429$ 100.6%Benefits 5,962,469 6,139,917 6,136,304 6,041,314 98.5%Supplies 782,036 813,339 877,229 722,404 82.4%Contractual Services 2,002,286 2,571,384 2,543,909 1,818,962 71.5%Communications 107,552 136,744 112,581 82.3%Fleet & IT Internal Charges 1,474,107 1,674,887 1,543,496 1,543,493 100.0%Insurance 623,968 803,959 803,959 794,201 98.8%Utilities 846,209 1,067,442 929,947 745,525 80.2%Other Services & Charges 415,968 474,615 472,115 447,077 94.7%Intergovernmental Services 1,366,061 1,361,494 1,361,494 1,299,485 95.4%Interfund Transfers 3,842,431 762,200 863,128 874,128 101.3%Sub-Total Expenditures 33,709,489$ 32,505,106$ 32,421,200$ 31,250,599$ 96.4%

* The 2018 actuals include the Beautification Fund, which was combined with the General Fund in 2019.

GENERAL FUND: Expenditures by CategoryAs of December 31, 2019

General Fund – Salary & Wages

10

Department 2019 Budget 2019 ActualBudget Impact Under/(Over)

Budgeted Salary Reserve 83,735 - 83,735City Attorneys Office 445,758 375,952 69,806City Council 19,200 19,919 (719)City Managers Office 660,110 664,829 (4,719)Community, Planning & Development 2,232,290 2,218,565 13,725Finance Department 582,111 556,791 25,320Fire Department 4,467,759 4,811,615 (343,857)Human Resources 364,739 365,863 (1,124)Information & Geographic Servcies 84,179 91,323 (7,144)Municipal Court 300,126 289,852 10,274Non-Departmental 63,486 18,266 45,220Parks & Recreation 2,702,658 2,506,673 195,985Police Department 4,194,623 4,334,008 (139,385)Public Works 552,101 597,773 (45,672)

Total 16,752,875 $16,851,429 ($98,554)

GENERAL FUNDSalary & Wages by Department

General Fund – Salary & Wages

11

2019 Budget 2019 ActualBudget Impact (Over Budget)

Hours

PAY FOR PERFORMANCE* & MARKET ADJUSTMENTS**

Salary Reserve 497,873$ 572,411$ ($74,538)

VACATION CASHOUTSSeparation 93,570 (93,570) 1,476 Retirements 62,166 (62,166) 1,181 Per cashout policy 49,440 82,692 (33,252) 1,364

Sub-Total 49,440$ 238,428$ ($188,988) 4,021

OVERTIME:Fire Overtime 711,278 884,523 (173,246) 13,600 Police Overtime 344,000 418,005 (74,005) 5,685 Other General Fund Overtime 12,415 28,530 (16,115) 539

Sub-Total 1,067,693$ 1,331,058$ ($263,365) 19,823

Total General Fund Impact 1,615,006$ 2,141,897$ ($526,891)

One-Time Payment and Overtime Impacts

* Pay for Performance program eliminated for 2020 as part of defecit spending reductions adopted by Council. 2019 Budget estimate of $414,138 across all department salary & wages budget.

** Market Adjustments in accordance with Long Term Compensation budget policy. Estimated at $83,735 for 2019, budgeted in Non-Departmental.

2019 Ending fund balance

12

Council discretion

LEOFF I long-term care reserve

Compensated absences reserve

Amount

Law Enforcement Officer and Fire Fighter I long-term care reserve 1,635,403

Compensated absences reserve 1,051,055

Deferred development fee revenue 306,947

Inventory of supplies 120,857

Deferred recreation fee revenue 113,778

Expenditure carryovers to 2020 budget 407,105

Development Services Group technology fee reserve 90,333

Jail Advisory Group (JAG) reserve 79,437

Customer deposits 113,147

Petty cash 2,550

Subtotal (restricted) 3,920,612

2019 Available Balance (working capital) 3,038,247

Total 6,958,859

General Fund Balance Composition

LEOFF 1 long term care reserve Year End balance at $1,635,403, held in General Fund

LEOFF Plan 1 provides the medical benefit of 100% reimbursement of

all medically necessary expenses to each LEOFF Plan 1 member

Annual reserve contribution of interest earnings and $83,000 in

property tax (banked capacity)

Budgeted each year in General Fund ($99,500 for 2020)

13

General Fund – Annual LEOFF 1 Retiree Costs

Medical Expenses

Long Term Care

2012 431,119$ 45,346$ -$ 476,465$ 2013 336,921 34,851 55,438 427,209 2014 290,306 20,787 74,112 385,205 2015 279,548 26,745 86,793 393,085 2016 250,365 34,535 40,551 325,451 2017 252,092 17,732 - 269,823 2018 182,601 47,456 85,892 315,949 2019 180,182 54,439 105,115 339,736

2020 Budget 189,374 54,100 99,500 342,974 9 year Total 2,392,506$ 335,990$ 547,401$ 3,275,897$ Annual Average 265,834$ 37,332$ 60,822$ 363,989$

Disability Board Approved Year

Insurance Premiums

Total LEOFF 1

14

Compensated Absence Reserve Reserve balance at year end $1,051,055 in the General Fund

Total general government liability for compensated absence at

year end is $1,388,052.00.

Current balance is approximately 75% of total liability.

Reserve funding level at Council discretion.

15

COVID 19 Emergency Response

Initial Expenditure Reductions

General Fund

Parks & Recreation contract and seasonal staff layoffs

Weekly savings estimated at $5,352, or $198,016 for 2020.

Youth & Family Services Fund

Thrift Shop contract, casual and work-study staff layoffs

One regular, part time staff, layoff

Weekly savings estimated at $13,455.

17

Financial Impacts

May 5th Council meeting will include a staff report on an updated

financial forecast.

General Fund revenue assessment and COVID 19 impacts

Additional information on cost-saving measures implemented to date

Recommendations/discussion on additional cost-savings measures that

may be required

18

QuestionsPrepared by LaJuan Tuttle, Finance Department

Agenda items and meeting dates are subject to change. -1- Updated: 04/15/20, 12:52 PM

2020 PLANNING SCHEDULE Please email the City Manager & City Clerk when an agenda item is added, moved, or removed.

Special Meetings and Study Sessions begin at 6:00 pm. Regular Meetings begin at 7:00 pm. Items are not listed in any particular order. Agenda items & meeting dates are subject to change.

Attorney General’s March 26 Update Guidance - Ask yourself, is the matter (1) “necessary and routine,” or (2) “necessary to respond to the COVID-19 outbreak and current public health emergency”? If the matter does not meet those criteria in (1) or (2) for the temporary time the proclamation is in effect, then the matter must wait.

APRIL 21 SPECIAL MEETING (5PM) LEGAL NOTICE: April 15 & Website ABSENCES:

4/3 DD

4/7 FN

4/7 CA

4/9 Clerk

4/13 CM

ITEM TYPE | TIME | TOPIC STAFF

CONSENT CALENDAR

-- AB 5671: Claims Reporting for Electronic Fund Transfers LaJuan Tuttle

-- AB 5682: Sexual Assault Awareness Proclamation Deb Estrada

REGULAR BUSINESS

30 AB 5680: 2018 Annual Financial and Accountability Audit Exit Conference LaJuan Tuttle

30 AB 5683: Financial Report 2019 Year End Financial Report and COVID 19 Impacts LaJuan Tuttle Matt Mornick

MAY 5 ABSENCES:

4/17 DD

4/21 FN

4/21 CA

4/23 Clerk

4/27 CM

ITEM TYPE | TIME | TOPIC STAFF

SPECIAL BUSINESS

15 Special Recognition TBD

CONSENT CALENDAR

-- AB xxxx: 9600 Block SE 34th St & 4300 Block 87th Ave SE Water System Improvements – Bid Award Rona Lin

REGULAR BUSINESS

30 AB xxxx: Finance Presentation (Update on Financial Forecasts) Matt Mornick

30 AB xxxx: Cross Connection Code update Alison Van Gorp

30 AB xxxx: Small Business Assistance (placeholder) Alison Van Gorp Sarah Bluvas

Documents

CITY OF MERCER ISLAND CITY COUNCIL SPECIAL ......00203112 MARTIN, JORDAN FLEXIBLE SPENDING REIMB. 600.00 00203102 GRUGER, SHANE FLEXIBLE SPENDING REIMB. 500.00 Org Key: ST0001 - ST